Once I’ve met with a prospective client and we’ve agreed to move forward on their website project, there’s one question that inevitably comes up.
It doesn’t matter whether the client never had a website or is having a website redesign. The question is:
We need several email accounts with our domain name. Can we get email accounts with our hosting?
My answer is: yes, you can.
But that’s not what I recommend. Here’s why.
Keep Your Email Accounts Separate From Your Web Hosting
I always recommend my clients keep their email accounts and web hosting with separate vendors.
And the reason is:
When your web host goes down (and hosting does go down), you still have an active email address to continue to stay in touch with your clients (and explain why your site is down).
If you have email and web hosting at the same vendor and hosting goes down, you’re out of luck.
You won’t be able to use email to communicate with your clients.
The second reason I keep email and web hosting separate: email hosting often has more email features , as well as apps, available to you. You’ll also get more storage.
Getting email from a web host can mean less features and less storage, with a web-based email interface.
Email Host Recommendations
Now that I’ve convinced you (have I convinced you?) to keep email and web hosting separate, where can you get email hosting?
Currently, I have three email hosts I recommend to clients.
Yes, there are more hosts out there. But these are the ones that I’ve used and my fellow web designer colleagues have recommended to me.)
First recommendation is Zoho email hosting service, which offers a range of plans for businesses. It’s straightforward to set up and offers web, mobile, and desktop access.
My second recommendation is Google’s Workspace (formerly known as Google Apps and G Suite), which offers not only email, but a calendar, document creation, and storage.
I used to recommend Workspace to all my clients, but some clients preferred to not use Google. So I looked for other alternatives.
The third option I recommend is Microsoft Office 365, which several of my inherited clients (clients whose sites and email were already set up when they contracted with me for web work) use.
Depending on what you’re looking for, you may want to consider free email services that don’t require phone verification.
As I’ve written previously about domain names and web hosting, you want to protect yourself. Keep control of your site and your email by keeping email hosting and web hosting separate.
For ease of use, and one billing, I recognize some people may prefer to keep both email and web hosting at the same vendor.
Recognize that it could cause issues when web hosting goes down.