While each email service has its own strengths, there are numerous free email service providers that offer security, ample storage space, and accessibility with both mobile devices and desktops.
In this guide, we'll break down what each free email account offers and help you choose the best fit for your business. We'll also explore which services integrate with your website and offer free hosting for your account.
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What is Business Email?
A business email is a critical element of a professional communication strategy. It boosts your credibility, strengthens brand recognition, and offers advanced features for enhanced security, organization, and collaboration. Choosing a business email solution ensures your communications remain professional, protected, and in sync with your company’s growth plans.
Categories of Business Email
Main categories for business email are email clients and webmail.
While many services offer both, it's helpful to understand the distinction between the two.
Email clients are software applications installed on your device that manage your sent and received emails by connecting to a remote server. Examples include Mozilla Thunderbird and Apple Mail.
Best Business Email providers
Google Workspace: Best for collaboration tools
Type: Webmail
Much more than just Gmail in a business suit, Google Workspace provides custom, branded business email hosting with the same intuitive features you're used to if your email address ends in "@gmail.com." Google's business email service integrates seamlessly with its cloud-based collaboration tools and works with other popular platforms like Asana, Salesforce, and Notion.
Once you have a domain ready, you can set up Google Workspace in just a few minutes.
Depending on the plan your team chooses, you'll get anywhere from 30 GB of shared cloud storage up to 5 TB with the Enterprise plan. The basic plan has a daily limit of 2,000 outgoing emails, with 500 for external recipients, and allows users to create up to 30 email aliases to streamline communication.
Google Workspace also offers scalability and built-in protection against phishing and spam to safeguard your data.
Features
15 GB storage (personal email) and 30 GB to 5TB cloud storage (business plans) shared across Gmail, Google Drive and Google Photos.
Advanced spam protection.
Easy-to-use user interface.
Permits integration with additional Google services, including Calendar, Meet, Docs, and Sheets.
Incase of suspicious activity it sends immediate alerts.
Having one Gmail address will benefit you ,as it is mostly used by many website to sign in.
Gemini, an AI assistant, helps in email writing with voice to text conversion feature. It is powered by Google Currents and Google Vault
Google Current promotes a collaborative work environment.
Google Nudge helps you by sending follow-up reminders on your behalf.
Pricing
Plans | Business Starter | Business Standard | Business Plus |
Pricing | ₹136.90 user/month | ₹736/user/month | ₹1,380/user/month |
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Microsoft Outlook 365: Best for App Integration
Type: Webmail and Email Client
Like Google, Microsoft Outlook 365 business side presents a more polished look, with advanced security features, custom domains, and more email storage. 1 TB of cloud storage is offered in Basic plan of Microsoft Outlook. While there’s a bit of a learning curve and it can be resource-heavy on your computer, many business owners depend on Outlook for their most important communications.
It allows you to create custom email signatures, schedule emails, and prioritize important messages. With built-in templates and quick parts, handling repetitive communications becomes easier. Outlook also offers data encryption, along with spam and malware filtering, to ensure your emails are secure.
As your business grows, Microsoft Outlook scales with it through tiered plans, with the more advanced plans focusing on enhanced security. Regardless of the plan, technical support is available from setup to daily operations.
Features
15 GB storage for personal email, and 50 GB to 6TB cloud storage for Microsoft 365 Subscribers.
For better data protection, mailbox offers data encryption.
Access to Microsoft Office apps for free.
Built-in calendar to track scheduled meetings.
Task management with Microsoft To-Do.
Fully integrated with Microsoft Office, Skype, PayPal, OneNote, Facebook, and Trello.
Works seamlessly with tools like Asana, Grammarly, WiseStamp, Slack, LinkedIn, and Zoom.
For faster navigation , it comes with 50 keyboard shortcuts.
Emails can be organized into folders using filters
Complex workflows can be automated with AI Builder
It synchronizes your calendar, and assigns rooms for meetings.
Pricing
Plans | Microsoft 365 Basic | Microsoft 365 Personal | Microsoft 365 Family |
Pricing | $19.99/year | $69.99/year | $99.99/year |
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Zoho Workplace: Best Budget-Friendly Option
Type: Webmail
It's difficult to use a computer, or any other gadget, for five minutes without coming across an advertisement. Zoho Mail, part of the robust Zoho Workplace suite, offers seamless integration with other Zoho products, fostering unified inbox management. A simple, ad-free experience with Zoho Workplace may make your email time the most productive ever.
To get started with Zoho business email, you'll need a custom domain aligned with your business goals. As an alternative, you may go with the Forever Free plan, which provides you with five business email accounts with a combined 5GB of storage for free. After setting up your email workspace, you may sync your Google apps and connect to your CRM.
The Control Panel gives you access to key features, and during onboarding, a Zoho expert will guide you through everything one-on-one.
Features
100% privacy from advertisers
Emails are encrypted and comply with HIPAA regulations.
Customizable domain name
Integration with Zoho CRM
Storage varies from 5 GB (Free Forever Plan) to 50 GB for discrete Zoho workplace plans
Customized business email addresses
Can easily migrate from other providers
Integrate with Zoho CRM.
Dynamic mailbox can be experienced by socially integrating with Streams
E-Discovery feature allows you to retrieve stored emails to meet company data standards
Can attach up to 1 GB to outgoing emails and even schedule them. Zoho stands out with its high attachment limits and strong privacy features
Streams enables social media-style messaging among employees
Pricing
It has two plans : Mail Only and Workplace
Mail Only
Plans | Mail Lite | Mail Premium |
Pricing | ₹58.34/User /Month | ₹199/User /Month |
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Workplace
Plans | Standard | Professional |
Pricing | ₹99/User /Month | ₹399/User /Month |
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Proton Mail: Best for Privacy
Type: Webmail
When it about business email providers, Proton Mail secures your data with some of the strictest privacy laws worldwide.
Proton Mail offers robust security with features like two-factor authentication, end-to-end zero-access encryption, and HIPAA compliance. It also ensures privacy by eliminating ads, avoiding IP tracking, and allowing users to open a free email account without providing personal information.
Available in over 20 languages, Proton Mail has a mobile app for both Apple and Android devices. Users can personalize their experience with six different colored themes and create custom signatures that include business links and logos.
Features
Basic Plus account have messaging limit , while Visionary plan provides unlimited messaging.
End-to-end encryption to secure emails.
For secure event and document management, calendar and drive are kept encrypted.
Easy to use interface
Free business email plan includes 1 GB of storage, a daily limit of 150 messages, one professional email address, and up to three folders.
Paid plans, priced under $10 per month, offer up to 500 GB of storage, 15 email addresses, three custom domains, and unlimited folders and messaging limits.
Proton also provides additional tools like Calendar, Drive, and VPN, all with no long-term commitments.
If the initial @protonmail.com email feels too long, Proton have the option to use the shorter @pm.me.
Proton Mail supports SMTP/IMAP, allowing you to forward existing emails and import contacts and calendars.
Auto-reply, keyboard shortcuts, blocking unwanted senders, and searching beyond just email content.
Can set self-destruct timers to automatically remove emails from recipients' inboxes after a set period.
Pricing
Plans | Proton Free | Proton Unlimited | Proton Duo |
Pricing | $0.00 /month | $9.99 /month | $14.99 /month |
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Neo: Best for Custom Emails Without a Domain
Type: Webmail
Starting a business can feel overwhelming, from choosing a name and securing a domain to building a website and establishing a social media presence. Neo simplifies this process with an easy-to-use, all-in-one solution. Many of Neo’s features are free, allowing you to test out your business email and website before making a long-term commitment.
For a customized and professional look, Neo simplifies the integration of your pre-owned domain with your business email. You can add as many business email accounts as needed, with flexible pricing based on your requirements.
Neo’s simplicity extends to the included customizable one-page website. You can add contact forms and link social media accounts, creating a centralized portfolio for your business. Although Neo doesn’t offer offline access, it provides useful features like read receipts, a priority inbox, email templates, scheduling options, email marketing, appointment setting, and automatic follow-up reminders.
Features
Provides a free .co.site domain, which can be customized to fit your brand, name, or message
Read Receipts feature for email acknowledgment.
For organizing important emails , it offers a new tabs facility with priority Inbox.
Non-intrusive Follow-up Reminders to prevent overlooking responses.
Schedule email to send at preferred time feature
Offer storage options and easy integration with contacts and calendars
Antivirus protection, data encryption, two-factor authentication, and spam filters
Pricing
Plans | Starter | Standard | Max |
Pricing | $1.86/mailbox/month | $3.74/mailbox/month | $7.49/mailbox/month |
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Conclusion: How to pick the best business email provider for your team?
When selecting a business email provider for your team, several factors need to be considered.
Start by identifying your key priorities, such as integration capabilities, automation ease, and customization options. With these in mind, explore different providers, compare their features, review pricing, and read feedback from other users.
If available, make use of free trials to test your top choices. Also, considering future growth, choose a provider that can scale with your team, regardless of its size. For better suggestions and services , you can choose to opt for third party service providers, like Techsense Labs, so that you can have all these services in a much lower cost instead of hiring a in-house team separately.
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