We’ve noticed that selecting between internally managed emails vs. a cloud email service has been a pain point for many of our clients. This article will explain the pros and cons of each setup, followed by our recommendation based on years of working with email management.

What are privately managed emails?

A privately managed email service are emails that we take care of at a physical location, such as a server in our office or one of our partner providers’ spaces.

Years ago, having an internal email server meant more security, a hub for company files, and convenient digital mailboxes for every user.

What is a cloud email service?

A cloud-based email service similar to Gmail or Yahoo, but gives you access to email addresses with @yourdomain.com. Google, Microsoft, and many website hosting services provide professional email-hosting services as well.

Since this service is Internet-based, you’ll be able to access and use your email as long as you can connect to the Internet.

Google apps vs managed email hosting
Sending an email is a straightforward process for the user. You compose it, hit send, and it reaches your recipient. However, behind the scenes, there are complex processes that you can optimise by going with cloud-hosted email solutions.

Instead of having to maintain your own server, handle user licenses, and work with complex infrastructure, you can rely on a fully-managed, reliable cloud service like Google apps. Today, an email server has become nothing more than a waste of space at the office. Having on-location servers are no longer more convenient, secure, or even more cost-effective.

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Increased reliability

There are plenty of things that can go wrong when you rely on a dedicated physical server. Things spill, hardware malfunctions, and natural disasters happen. There are no performance or recovery time guarantees when you have an in-house server.

On the other hand, cloud-based companies have multiple servers, a refined infrastructure in place, and multiple safeguards. They often come with recovery guarantees and ensure your data is backed up. You can backup or restore your data from anywhere, and automate regular backups to ensure minimal loss of data in emergencies.

Access from anywhere

Using cloud-based email gives you more access to your inbox. Cloud email services can be accessed from any device that has an Internet connection, making your communications truly mobile and flexible.

The only time you won’t be able to send/receive emails is when you don’t have access to the Internet. However, even if you have your own server and lose access to the Internet, you still lose the ability to email.

Cost efficiency

A dedicated server costs a lot to maintain, including hiring IT teams that have the expertise needed to manage patches and upgrades. In addition to the cost of the actual server, you’ll run into costs like electricity, troubleshooting when something goes wrong, and more.

With cloud accounts, storage space can be added as needed so you only pay for what you use. There’s no need for onsite hardware or capital expenses.

Because of those factors, we highly recommend our clients opt for cloud email services. It’s the most convenient, secure, and cost-efficient option of the two. Plus, Made Neat is able to provide professional business email addresses that you can access and manage from anywhere.


Luke Humble