Using a dedicated server may not be the only prerequisite for successfully operating and maintaining a hosting site. There are other concerns like attending to client queries and replying to their mails proactively. On the part of the clients too it is important to access instant updates and messages as sent by the website hosting company in their mail box. It is keeping this need into consideration that new interfaces are introduced that when configured with a mailing service makes it possible for people to get mails downloaded to their local computers automatically.

The Post Office Protocol version 3 or (POP3) is one such interface that can be configured with Outlook express. The interface makes it possible for users to receive emails from a remote server to local email accounts. Then the emails can be downloaded on local computer and can be read even if the user is offline. POP3 is a protocol that allows users to stay connected with a client who sends messages into the mailbox. Email messages are downloaded to local computers with the aid the POP3 interface and are read even when one is offline. So, hosting service providers can stay updated about their client’s needs and queries with the aid of the POP3. Clients too can keep on receiving messages as sent by hosting service providers in their hosting account mailbox. Desktop mail software that can be used with the POP3 is Outlook, Outlook Express, Thunderbird, Eudora, etc. Users can bypass logging-in to their hosting account every-time for viewing new messages. Another great advantage of POP3 is it frees up account space automatically, the reason for which is POP3 erases message from the server immediately after it is downloaded.

‘IMAP’, is another similar protocol that can be used for accessing messages on one’s local computer even when one is off-line. The difference between POP3 and IMAP is that POP3 allows a single client to be connected to the mailbox, whereas the IMAP protocol allows the simultaneous access of multiple clients. That means IMAP is suitable if the mailbox is managed by multiple users.

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Email has taken a foremost role in organizations keeping in view the importance of communications operations. Organizations have two choices to make from when it comes to emails, either to attain and retain their own dedicated email server or hire the services of a third party to provide email hosting services. In order to choose a genuine email host, it is necessary to get the complete details of the service provider.

Antivirus and Antispam

The first issue to consider before considering an email host is of spam mails. Since, you are provided with a limited space, you might run out of space if spam mails enter your account. So it is necessary to have an email host which can provide you a strong spam filter. A dependable email hosting service should provide strong spam filter along with effective protection from virus.

Security

Since, most of the business transactions are done online; privacy is the prime concern for the clients. Ensure that your email host offers you full security in order to ensure smooth communication with each other. A reliable host not just offers security of its clients email account but also of the servers on which email accounts are stored.

Email Services

All the email facilities like forward email, draft, and sent mail etc. should be present in your email account. Moreover, speed of the email should be fast so that you may not encounter any trouble in accessing your account.

Up-time

One of the most important issues to be considered before choosing an email service provider is Uptime which refers to the time duration for which the email services are functioning and up. Most of the web hosting company’s guarantees 99.99% up time as the company’s email should be available all the time.

Email and Phone Support

A hosting company which provides both phone and email support and that too 24/7 could be considered reliable. In other words, customer service should be accessible for any sort of email problem.

By outsourcing email hosting service, you can focus on the core business activities. You no longer have to worry about client management or pay hefty amount for these services. Moreover, these services not just help in client retention but at the same time create unique identity for the business in the market.

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