Email Hosting is a key component of building a professional online presence, especially for businesses. With a custom email address, you enhance your brand image and establish credibility with clients.
But not all email hosting services are created equal. Finding the right email hosting provider can impact everything from your communication efficiency to security. In this guide, we’ll explore the essentials of custom email hosting, the best providers, and how to choose the perfect professional email hosting solution for your needs.
How Custom Email Works?
What is Email Hosting?
Email hosting is a service that allows users to send and receive emails using a custom domain name. Unlike generic email services, a custom email hosting solution offers you greater flexibility and allow you to create domain-specific emails (like [email protected]).
You can host your email with most shared hosting providers. For example, the screenshot below demonstrates how to create a new email account and (optional) set it up with your local email client. This method is both affordable and straightforward, making it an excellent choice for readers looking for simple solution. Later in this article, we’ll explore all three methods you can use to host your custom email accounts.
How Does Email Hosting Differ from Free Email Services?
The main difference between email hosting and free email services lies in domain usage, functionality, and control. With free email services like Gmail or Outlook.com, your email address is tied to their domain (e.g., [email protected]). This limits personalization and may appear less professional for business correspondence.
In contrast, email hosting lets you use your own domain, creating an address like [email protected].
Custom Email Address
Generic Email Address
Key Benefits of Custom Email Hosting
From a business perspective, the cost of custom email hosting is not prohibitive, and the benefit far outweighs those costs. Key benefits include:
- Professionalism: Using a custom domain will let your customers know exactly who they are dealing with. Because the domain is owned and managed by you, it would be difficult for someone to misrepresent themselves as belonging to your company.
- Enhanced Security: By hosting your own business emails, you are in full control of how emails that are sent to you behave. For example, if you are in a business where there are certain regulations such as data localization, you may need to store your emails on servers in specific locations. Further more, paid custom email hosting providers usually offer advanced spam and malware protection.
- Scalability: Easily add more accounts as your team grows.
- Custom Configurations: Advanced settings like DKIM, SPF, and DMARC for email authentication.
- Reliable Support: Access to technical support for troubleshooting.
Three Ways to Host Your Custom Business Emails
1. Bundled (Email + Website) Hosting
Bundled email hosting is when you get email hosting that comes along with (hence the term ‘bundled’) your web hosting account. Depending on your needs, this can turn out to be very helpful since you won’t need to manage your emails on a separate account or pay extra for email hosting.
However, bundled email hosting is often limited in space by the overall capacity of your web hosting account. Most bundles allocate a single amount of space that is shared between your email and web hosting. Aside from space, you are also sharing the amount of bandwidth allocated to your account.
Pros
- Easy to setup
- Cheap
- Host multiple small email accounts at one price
Cons
- Limited features and storage
- Not for big enterprises
Try bundled email hosting option: TMD Hosting
2. Dedicated Email Hosting
If you need email hosting for more accounts or are looking for enhanced email-related features, dedicated email hosting might be the solution for you. Dedicated email hosting doesn’t necessarily mean you need to have an entire mail server for your own use, but it means the account if focused on handling email only.
You will get a set amount of space and bandwidth for your account that is separate from your web hosting. Many dedicated email hosts also provide advanced features such as extra protection, automated smartphone synchronization and the like. The downside is that you will need to pay extra for your email as compared to a bundled plan.
Pros
- Easy to setup
- Advance features
- Host multiple small email accounts at one price
Cons
- Higher cost compare to Bundled option
Try dedicated email hosting option: Hostinger
3. Enterprise Email Solutions (SaaS)
There are service providers such as Google and Microsoft that have email hosting solutions such as G Suite and Microsoft 365 Business. These are dedicated email services that are easy to use and powerful but need to be managed separately from your hosting even if they can use your custom domain name.
The downside of this is that the services may end up costing a fair bit as your staff counts increases. As an example, G Suite may only cost $5.40 for a basic plan, but that is the price to pay per user per month.
Pros
- Easy to setup
- Powerful features
- Host multiple small email accounts at one price
Cons
- Extra administrative work
- Expensive – additional cost for extra email accounts.
Try dedicated email hosting option: Google Workspace
What Are the Best Places to Host Your Custom Email Accounts?
Quick Comparison
| Email Host | Signup | Renewal | Mailbox | Storage | Services | POP | IMAP | Advanced Spam Protection |
|---|---|---|---|---|---|---|---|---|
| Hostinger | $2.99/mo | $3.99/mo | 1 | 10 GB | Bundled or Dedicated | Yes | Yes | Cloudmark Protection |
| Google Workspace | $6.00/mo | $6.00/mo | 1 | 30 GB | SaaS | Yes | Yes | – |
| TMD Hosting | $2.99/mo | $4.95/mo | Unlimited | Unlimited | Bundled | Yes | Yes | SpamExperts |
| InMotion Hosting | $2.49/mo | $7.49/mo | 1 | 10 GB | Bundled | Yes | Yes | SpamExperts |
| NameCheap | $1.98/mo | $4.48/mo | 1 | 5 GB | Bundled or Dedicated | Yes | Yes | SpamExperts |
For Individuals & Smaller Businesses
Small businesses typically have straightforward requirements for email hosting, making bundled email hosting a practical and cost-effective solution. This option combines web hosting and email hosting into a single package, offering several distinct advantages:
- Cost Effectiveness: The cost of email hosting is integrated into the bundle, so there is no additional overhead to consider. The price is ‘all-inclusive’ for web hosting, email, and any other features you can find that the hosting provider offers!
- Ease of Use: In many cases, managing bundled email can be as simple as just adding in the email addresses you want. More complex things such as MX and SPF records can be referred to your hosting provider’s technical support staff. They will be happy to help you set things up.
For Larger Organizations
For small businesses, this simplicity and affordability make bundled hosting an attractive choice. However, larger organizations or those with advanced needs may benefit from enterprise-grade email solutions such as Google Workspace and Microsoft 365. These platforms go far beyond basic email hosting, offering:
- Integrated Productivity Tools: Access to tools like Google Drive, Google Docs, and Microsoft Word, along with seamless collaboration features.
- Enhanced Security: Enterprise-grade security measures, including advanced spam filters and data encryption.
- Scalability: Flexible plans to accommodate growing teams and storage needs.
While enterprise solutions typically cost more, their value lies in the additional features that boost efficiency and security – ideal for businesses managing large teams or handling sensitive information.
Below, we’ll compare a list of recommended providers to help you find the right fit.
1. Hostinger
Website: https://www.hostinger.com
Hostinger is based in Kaunas, Lithuania, and offers a huge variety of hosting plans. The best thing about their web hosting is that it comes with bundled email hosting as well. No matter if you sign up for their shared hosting plans or even VPS hosting, they’ve got your email hosting covered.
Services: Bundled and Dedicated Email Hosting.
Check out my Hostinger review.
Advantages of Hostinger’s Email Hosting
- Solid hosting performance with >99.98% uptime
- Competitive pricing – Bundled email hosting starts at $1.59/mo
- A+ grade in speed tests
- In-house DNS management
- Access emails via IMAP/POP/Webmail
- Unlimited email accounts & forwarders
- Cloudmark Email Protection
2. Google Workspace
Website: https://workspace.google.com
Google Workspace, formerly known as G Suite, is a comprehensive email hosting and productivity platform designed for businesses of all sizes. It allows users to create professional email addresses using their custom domain while providing access to a suite of tools like Gmail, Google Drive, Google Meet, Google Docs, and Gemini Apps. With its user-friendly interface and seamless integration across devices, Google Workspace is ideal for teams that prioritize collaboration and cloud-based workflows.
Services: Full Suite Business SaaS
Why Choose Google Workspace for Your Emails?
- Integrated productivity tools like Google Docs, Sheets, and Slides for real-time collaboration
- Enterprise-grade security features, including spam protection and encryption
- Scalable plans to suit businesses of all sizes
- 99.9% uptime guarantee for reliable communication
- Easy integration with third-party AI apps and tools
3. TMD Hosting
Website: https://www.tmdhosting.com
With a ten-year service record under its belt, TMDhosting has been a reliable partner for many website owners over the years. It has multiple data center locations clustered around the US plus one in the Netherlands. With prices starting from as low as $2.95 a month, this choice is certainly a bang for the buck if you consider they bundle email with their hosting plans.
Services: Bundled Email Hosting.
Check out our full TMD Hosting review.
Pros of TMD’s Email Hosting Services
- High-speed test and uptime score results
- SpamExperts professional spam filter
- Unlimited email accounts even with a most basic shared plan
- Access emails via IMAP/POP/Webmail
- Email filtering
4. InMotion Hosting
Website: https://www.inmotionhosting.com
Based in both Lost Angeles California, InMotion Hosting has been around for more than 15 years. The company has long been one of our favoured hosts for many reasons and even their shared web hosting comes with email features for free.
Services: Bundled Email Hosting.
Read my full InMotion Hosting review.
Why Choose InMotion to Host Your Emails?
- >99.95% server uptime record
- SpamExperts professional spam filter
- Configure and manage their emails without logging into cPanel
- Access emails via IMAP/POP/Webmail
- Unlimited email accounts & forwarders
- Compatible with all desktop clients
5. NameCheap
Website: https://www.namecheap.com
Even among budget-oriented web hosts, NameCheap comes across as cheap (no pun intended). With shared hosting plans that kick off from as low as $1.98, even upon renewal they boast some of the lowest pricing in the industry. Besides hosting, NameCheap also offers other products like domain names and SSL certificates.
Aside from their considerably low-priced web hosting starter plans, Namecheap has a range of services that includes private email hosting. From as little as $0.99/mo you can get not just email hosting but also some space for file storage. Prices go up depending on how many mailboxes you need.
Services: Bundled and Dedicated Email Hosting.
Advantages of NameCheap’s Email Hosting
- 2FA authentication enabled
- Antispam protection
- File storage space allocated with all plans
- Both webmail and POP access
- Free 2-month trial
How to Choose an Email Hosting?
Free Web Hosting Consultation
Need hosting advice that’s actually tailored to your needs? At HostScore.net, we’re here to help! Get a free chat with our team who’ll match you with the best hosting options based on your goals, traffic, and plans for growth.
Skip the guesswork – Grab your free consultation and let’s make hosting simple!
Selecting the right email hosting provider involves evaluating several critical factors that ensure your business communication runs smoothly and securely. Among these traits, the top of your list should be reliability and flexibility. Here are key factors to consider:
Security
As a business, your clients need to be able to have faith in the integrity of your business. They are entrusting you with information that is confidential, such as names, email addresses, and possibly even financial data. Securing your email is important and you should look out for integrated features such as data security, anti-malware, anti-spam, and the like in an email host.
Features to look for include:
- Data Encryption: Ensures that emails are transmitted securely and cannot be intercepted.
- Anti-Malware Protection: Guards against harmful attachments or links in emails.
- Spam Filtering: Reduces the risk of phishing attempts and junk mail cluttering inboxes.
- Two-Factor Authentication (2FA): Adds an extra layer of security to protect against unauthorized access.
Accessibility
We often check our email via various platforms that it can become easy to forget that each of them may require different configurations. When looking for an email hosting provider, ensure that you have access to webmail, POP, and IMAP.
- Webmail: Allows you to access emails directly through a browser without additional software.
- IMAP: Enables seamless synchronization across multiple devices, letting you read emails without downloading them.
- POP: Useful for those who prefer downloading and storing emails on a single device.
Uptime and Reliability
Downtime can disrupt your business operations and damage your reputation. Choose an email hosting provider with a proven track record of high uptime, ideally 99.9% or higher. Reliable email services ensure that you never miss critical client communications or opportunities.
Blacklist-Free Assurance
Having your IP address blacklisted is a sure way to see your business activities (especially client-related!) grind to a quick halt. This can be a major issue as once your IP gets blacklisted it takes time and effort to get it clean again. Avoid email hosts who have a reputation for having clients get on blacklists as you may end up with an IP that is recycled and already on a blacklist.
You can check an email host blacklist status using MX Toolbox.
Integration and Add-Ons
Email doesn’t operate in isolation. Look for hosting providers that offer integration with productivity tools like calendars, task managers, or CRM systems. For example, Google Workspace integrates seamlessly with Google Calendar and Docs, while Microsoft 365 includes Outlook, Teams, and OneDrive.
FAQs on Email Hosting
What is email hosting?
Email hosting is a service that allows you to create and manage professional email accounts using your custom domain (e.g., [email protected]), offering more branding and security than free email services.
Where should I host my custom email accounts?
You can host your custom email accounts with a web hosting provider as part of a bundled plan or use specialized services like Google Workspace or Microsoft 365 for advanced features and security.
How do I set up an email account with my web host?
Log in to your hosting control panel, navigate to the email section, create a new account with your desired email address, and configure the settings provided by your host.
Is Gmail for Business free?
No, Gmail for Business is part of Google Workspace, which starts at $6 per user per month.
How do I set up my email client on my PC?
Open your email client (e.g., Outlook), select “Add Account,” and enter your email address and password. Use the incoming and outgoing server settings (IMAP/POP and SMTP) provided by your host to complete the setup.
Do I need an email client for my custom email account?
No, email clients such as Outlook or emClient are optional. You can access your custom email via webmail provided by your hosting service, but clients offer more advanced features and offline access.
Final Thoughts
Choosing the right email hosting provider is an important step in building a professional online presence and ensuring seamless communication for your business.
However, email hosting is just one piece of the puzzle.
A reliable web hosting service is equally crucial to support your website’s performance, security, and growth. At HostScore.net, we specialize in helping businesses find the best hosting solutions, whether for email, websites, or both.
