Updated 7 October 2026
An email app and an email hosting service are different choices. Start by deciding how the business will own and manage its accounts.
Keep the business address under control
Use a domain the business controls and make sure the responsible people can manage billing and recovery. Plan shared mailboxes or role addresses where appropriate rather than having several people share one password.
Test the everyday tasks
Check mobile and desktop access, calendars, attachments, search and shared workflows. Confirm storage limits, support and the process for moving existing messages. Accessibility and ease of use matter more than a long feature list.
Review protection and exit options
Look for multi-factor authentication, sensible admin permissions and a clear process when staff leave. Ask about backup, retention and export. Compare current subscription terms and distinguish the hosted mailbox from the app used to read it.
Your next move
Document who owns the domain, mailbox service and recovery routes. ITG can help coordinate website forms and branded email addresses with the chosen service.
About the Author
Tina Kempling, the Lean Green Team Leader at Imagine That with over 35 years of experience in the print industry, newspaper and magazine advertising.
As an industry-certified designer since 1991, Tina knows her stuff when it comes to marketing vision. But what sets her apart is her understanding of advertising and marketing in today’s digital and print market. She can help companies tap into the incredible marketing power in new and creative ways. Ready to take your marketing game to the next level? Give Tina a shout!