5 Reasons To Use External Mail Software Over Web-based Services

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Guest Post: Selena loves all things caffeine, technology, writing, social media and entrepreneurship. You can find her writing on her own blog,http://www.esvienne.com, and on http://www.searchenginejournal.com. Follow her on twitter- @esvienne for tech and blog updates.

Email has become the method of communication on a daily basis for many businesses and individuals. Emailing is so versatile and flexible that people can access it on all devices, including desktops, laptops, iPads, smart phones and public computers. More people communicate by email than most any other method including telephone and chat.

Enabling full communication measures is important for any business and its level of productivity. It’s also important for that business to protect its communication system and restrict access to non-relevant users. This requires implementing software that offers different hierarchies of access- yet grants access to necessary individuals. Internal email software offers more security than web-based services, plus it gives the business a broader working platform to use that extends to clients and the business’ team. Five of the most compelling reasons to use external mail software in lieu of web-based services include the following things:

- Mobile Support

Web-based services for email mobile support pale in comparison to external mail software, and with good reason. Web services lack significantly on phone features and limit the user’s ability to take full advantage of the communications device. Since most mobile devices offer the capability to utilize email access features without the support, the mobile device falls short of expectations and impedes the user’s capabilities. External mail software offers full mobile support for smart phones such as the iPhone- allowing the user to fully maximize all of the functions and capabilities of the mobile unit.

- Export and Backup

Exporting files through email software is a standard application, but it is also quite sensitive and requires a level of security for protection. Hosted exchange and POP3 services give external mail software the ability to export and backup necessary files that you otherwise couldn’t perform through a web-based service.

- External Support

From a budgeting perspective, using external support saves money and eliminates having to use an in-house information technology team for that support. External mail software handles all the functions and systems’ management for the mail software application without creating additional expense for the company.

- Security

Web-mail access is insecure and by design easily breachable. External mail software applications offer more security than web-mail and add a layer of security protection for any hosted exchange environment issues for its users.

- Team Environment

External mail software allows the team to access calendars and tasks through a hosted exchange environment. The business team may have several layers of users that include those who initiate and send information or end users, so the level of security for the email system may have settings that vary per individual. You can manage the levels of access through the set-up but still allow the entire team to share information, sync files, and view calendar information that affects the group as a whole.

This also gives no excuse for your team if they try to pull the “I didn’t have that information on my calendar” card. Because they did, and they will continue to have it because of its sync-ability.

Whether your team accesses email via a desktop or a mobile device, it’s definitely more secure when your company manages it through an external mail software service and team. Since an effective email system is an integral part of any business, these five reasons would provide any business with the convincing argument it needs to choose external software over web-based services.