Many people still use desktop email clients however, web-based email options are far better for a number of reasons. Web-based email services allow flexibility, convenience, and they remove the need for technical or back end knowledge because the user is not responsible for maintaining them. In this post, we will specifically cover Google Apps (or Gmail) as our recommended webmail service. With this in mind, we don’t just recommend Google Apps for individuals, but it is also perfect for small, medium, and large businesses.
Here are our top 6 reasons to switch to webmail:
1. Professionally Manage Your Email Using Your Own Domain
One of the most beautiful things about Google Apps is the fact that they offer a free service to manage your emails using YOUR domain. Google Public DNS is now the largest DNS service in the world, handling 70 billion plus requests a day. From small businesses to big corporations, there is a reason why companies use Google Apps! Google has paid options for your business, but the free account works well for many businesses. Another plus with having your email served with Google Apps is that you can manage multiple users easily. Have a new member joining your team? No problem! Create a new email/account for your new employee in just a few seconds.
2. Access Emails Anywhere
Unlike a desktop client email client, you can access your emails anywhere without ever worrying about syncing anything. Web-based options simply need you to log in, and the rest is done. This means any computer, from anywhere in the world, is as good as your personal computer when you check your email. Having email in one location only is not an option.
3. Keep Good Records and Never Delete an Email
Save large volumes of emails without worrying about backing up your older ones, or painfully going through the list to find one when the time comes. If you rely on old messages to get things done, you will need to find a way to save and retrieve emails easily.
Admit it, we all rely on Google to help us find pretty much anything we need on the internet. Imagine looking for an email using Gmail… get the intelligent search feature for your web browsing AND your email. Save your precious time and save yourself from headaches. With webmail, you also get more space, so there is no reason to worry about clearing archives or folders to accommodate new incoming mail.
4. Stay Organized and Work Efficiently
Organization is a breeze because messages are grouped in threads to make going back and forth, or rereading an extended conversation quick. The appearance tends to be “cleaner” when using web-based email options, unlike the messy “indented” look that desktop clients with the ability to group messages often have.
Personally, we hear a lot of desktop client users complain that “web based” emails do not have the same features to help them organize or manage their email. This is where they are wrong. Not only can Gmail do pretty much everything they think only Outlook can do, but Gmail can even do MORE. Create folders, filter emails, or whatever you need… Gmail can most likely do it!
5. Manage Multiple Emails in One Box
Many people may not realize this, but multiple domains can be streamlined and sent to the same web inbox. You can choose the appropriate “sender” to keep it personal or professional, depending on your receiver.
6. Access Your Emails Offline
The need to access your email offline is slim because wireless access is practically available anywhere. However, some desktop clients persuade themselves to stay with Outlook because they are allowed offline access. They may not know this, but Gmail offers offline access if you use Chrome!
Gmail and other web-based email clients are more efficient, effective, and it caters to a number of needs a desktop client cannot meet. More specifically, Google Apps has made syncing your email, calendar, documents, and to-do list on multiple machines easier than ever. It is no wonder that so many businesses choose Gmail or Google Apps. Isn’t it time for you to make the switch?