Business Email Terminology
Understanding email terminology will help you determine the business email package that's right for your company.
Domain name is also known as your web address. This is the part after http://www and also the part that shows up in your email (email@example.com). It is very important for all businesses to have their own domain name for business email and other corporate communications. Using the popular personal email accounts (AOL, Hotmail, Yahoo, Road Runner, Comcast, etc) causes businesses to immediately lose professionalism with their customers. Fortunately, it's easy and affordable for business owners to get their own domain name based email.
Email Access Methods
The simplest method to access your business email is via any web browser (Internet Explorer etc) and a computer with an internet connection. This is referred to as web based email access or webmail. You'll need no other software for this to work. So, whether you're at your home, office, or on the road you can use any pc to connect to the email server to read and send email messages. While this is not the most common way to access your email, almost all business email providers offer this service.
This is the required technology for you to access your email via common email software (Outlook, Netscape, etc). Setting up your email software to connect to your new business email address is fairly simple with minimal steps. Your business email provider will also have a step by step guide to walk you through this process. Almost all email providers (except for AOL) offer this functionality.
If you use more than one computer to access your email then IMAP access may be a great feature for you. This technology keeps emails on the email server so that you will always have your new and previously read emails in sync on all of your computers. If you use this service you'll want to be sure to sign up for plenty of email storage space from your business email provider.
This is the amount of hard drive space on your provider's email server for your UNREAD emails. Only unread email is relevant because as soon as you launch your POP3 email software (Outlook, Netscape, etc) it will download your emails and attachments onto your computer and then automatically delete them from the email server. At a minimum you need to have 10MB of space per email account. Beyond that is dependent upon how often you read your email and how much space each of your emails take. If you happen to go over your limit (due to many large attachments or being away and not accessing your email) any new emails will probably be rejected back to the person trying to email you. So, be sure to have more email storage space than you need.
Text messages use virtually zero storage space. Email attachments and files are most important when determining your storage needs. Here are a few generalizations based on 10,000KB (10MB) storage space.
1 text email averages 5KB. Therefore, you can have 2,000 unread emails.
1 photograph averages 60KB. Therefore, you can have 166 unread photo files.
1 excel file averages 100KB. Therefore, you can have 100 unread excel files.
1 Adobe file averages 300KB. Therefore, you can have 33 unread Adobe files.
1 movie file averages 2000KB. Therefore, you can have 5 unread movie files.
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