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Understanding Cloud-Based Email

June 13, 2022 Nick Product news

Cloud-based email is one of the most used cloud services in the world. Although you might not know it, you’ve probably been using cloud-based email, such as Gmail and Microsoft Outlook, for years personally. Yet, despite the prevalence and many advantages of cloud email for businesses, many users have been slow to catch on. 

If you run one of the 30% of businesses that are still not using a cloud-based email service, here’s a quick guide to the best providers and the many benefits it can bring.

What is cloud-based email? 

Cloud-based email is an internet-based service that is hosted and accessed online. Unlike an on-premises service, there’s no need to hire IT professionals to monitor or backup the email network, which is done for you by the service provider. And if your email system goes down, you can easily retrieve your information from the cloud backup. 

Cloud email is also a very scalable solution that can easily grow with your business. That’s because, rather than hosting the email in your own data centre, all the onus is on the provider. It provides the server, the electricity, the rack space and the staff to support it. All you pay is a monthly fee to access the service and you can add users and storage space whenever you like.

Read more: Do I need cloud storage?

What are the most popular cloud email services?

Given the sheer number of providers, choosing the right cloud email for your business can be tricky. Here are some of the most popular as well as a couple that provide specific functionality.  

Google Gmail

With 1.5 billion users, Google’s Gmail is one of the world’s most popular cloud email providers and is second only to Apple’s native iPhone email app in terms of its usage. The main benefits of Gmail are its reliability, the number of options it has, how easy it is to use and the fact that you can access it from any device. But it’s not all plain sailing. It can be a little slow to load from time to time, managing different folders and labels can get confusing and strings of email conversations can sometimes be hard to follow. You can share files up to 25MB in size, while larger files can be shared through Google Drive.  

Microsoft Outlook

Microsoft Outlook provides plenty of power, particularly for Office 365 users. With more than 400 million users, Outlook has intuitive events and calendar-related features and lots of excellent app-based integrations. You can also share files directly from OneDrive as copies or links and attach files directly from your Google Drive and Dropbox accounts. The only downsides are that it can sometimes take time to load and the most powerful features are reserved for Office 365 users.  


Hubspot is a bit different to Gmail and Outlook as it’s designed specifically to help businesses create, personalise and optimise their marketing emails. You can create professional-looking campaigns quickly that can be seen on any device with detailed engagement analytics. The only downside is that as a piece of email marketing software rather than just a cloud email service provider, it does cost a bit more. 


If you want an email provider that prioritises security and privacy, ProtonMail could be your go-to choice. With end-to-end encryption for messages, tight privacy features and address verification to make secure you’re communicating with the right person, it provides security that few other providers can match. However, the free version only provides 500MB of storage space and only supports 150 messages a day. The paid version gives you much more but it’s also more expensive than the mainstream competition.

Key benefits of moving to the cloud

There are downsides to moving your email to the cloud. If you host your own email, your messages are transferred more quickly than they are in the cloud. There are also more settings to enhance workplace collaboration, such as setting your own custom email sending size and security restrictions. However, despite a few drawbacks, the benefits of a cloud email service can be compelling, starting with the costs.

Cost savings
Cloud-based email is not a free service. If you want the enterprise-level features and storage space most businesses need, you have to pay a monthly subscription free. However, that’s likely to be a lot cheaper than the capital outlay on infrastructure and the costs of maintaining your on-premises data centre.
More uptime
With a cloud-based email provider, your ability to connect with your colleagues and send emails continues even if your internal server fails. That increases your uptime and improves your disaster recovery response times. With an on-premises solution, if your internal server goes down, so does your email.
Unbeatable scalability
Cloud-based email allows you to quickly and easily increase your email capacity as you grow without having to invest in any expensive infrastructure. You can tailor your storage capacity and user counts to meet your specific needs.
Remote access
The ability for staff to access their emails at home and on the go is a big benefit of cloud email. All your remote or hybrid workers need is an internet connection to carry on being productive.
Improved security
Some information security specialists prefer private email systems that are hosted in-house for ultra-secure government, military and scientific organisations. However, for small businesses, you get better security for your buck by locating your email in the cloud. That’s because organisations like Microsoft and Google can devote far more resources to securing your data than you can.

Read more: How can you protect your business?

Interested in cloud email and need a solution?

At Comms Unite, we make migrating to the cloud easier by implementing tailored cloud computing solutions that meet your specific needs. That includes setting up, managing and protecting cloud email solutions to help you scale and keep your business secure. We can also put the connectivity in place that good businesses, and cloud email solutions, are built on. 

Get in touch for expert cloud computing services

Give us a call on 01473 599020 or email hello@comms-unite.co.uk to discover our range of cloud-based computing services and transform your business today. 

June 6, 2022 By Richard
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