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6 Best Email Service for Small Business (Our Top Picks)
April 7, 2025
By
Cindy Graciella
One of the things that help business owners build credibility with their target audience is a custom professional email address that uses their business name rather than “@gmail.com.”
To get this, however, you need a dedicated email service provider. But with so many options out there, picking the right one can easily become confusing. That’s where we come in!
In this guide, we’ve rounded up the six top email services for small businesses. Whether you need something budget-friendly, feature-packed, or easy to use, there’s one for you on this list!
Google Workspace delivers a robust email experience through Gmail for Business, offering professional custom domain email addresses that provide a polished corporate identity.
It also offers a generous 30GB of storage per user and powerful spam and phishing protection powered by Google's advanced AI.
Google Workspace includes advanced email management tools like scheduled sending, and confidential mode, which lets you set expiration dates and revoke access to sensitive emails, while preventing recipients from forwarding, copying, downloading, or printing emails.
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Familiar and intuitive interface
Excellent spam and malware protection
Reliable uptime and cloud-based accessibility
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Higher cost compared to some competitors
Microsoft 365 is perfect for businesses that rely on Microsoft Office tools such as Word, Excel, and Outlook.
The platform provides professional custom email hosting, advanced spam filtering, 50GB mailbox storage, and seamless integration across Office applications. Its email hosting service offers advanced email security, compliance features, and scalability.
Unlike Google Workspace tools, which are more cloud-driven, Microsoft 365 allows for both online and offline access, making it ideal for businesses that require a mix of web-based and desktop applications.
Best for businesses already using Microsoft apps
Strong data security and compliance options
Offers both desktop and cloud-based productivity tools
Can be overwhelming for beginners due to feature complexity
Slightly higher cost for advanced plans
Zoho Mail is an excellent choice for small businesses looking for an affordable and privacy-focused email service.
It offers a clean, ad-free interface with strong encryption. It also provides essential business applications like Zoho Docs and Zoho Cliq for team collaboration.
Zoho Mail’s other features include custom domain emails, 5GB storage, and built-in encryption for secure, professional communication at an affordable price point.
Very affordable pricing compared to competitors
Strong security and privacy features
Forever free plan available for small teams
Limited third-party integrations outside the Zoho ecosystem
User interface may take some time to get used to
Proton Mail is designed for businesses that prioritize security and privacy above all else. It follows strict data privacy regulations and offers end-to-end encryption, ensuring that emails remain private and inaccessible to third parties.
It provides support for custom email domains, anonymous email hosting, hide-my-email aliases, and Swiss privacy protection, offering businesses a highly secure communication platform.
Best-in-class security and privacy features
No ads, tracking, or data mining
Intuitive and clean user interface
Limited storage on lower-tier plans
Fewer third-party integrations compared to Google and Microsoft
Namecheap Private Email is a great option for small businesses looking for a simple, budget-friendly email hosting solution.
It provides secure, reliable email with custom domain support and impressive spam protection at an affordable cost. It only offers the email service, making it the perfect choice for businesses that only need professional email addresses without additional software.
Overall, it’s a great option for small businesses that need a low-cost solution while establishing their brand.
One of the most budget-friendly options
Easy to set up and manage
Good email performance with reliable uptime
Lacks productivity and collaboration tools
Limited storage compared to other providers
Fastmail is an independent email service provider that offers a fast, privacy-focused alternative to mainstream providers. It prides itself as the “fastest email money can buy.”
The platform focuses solely on providing a clean, reliable private email experience. It’s best for businesses that want an ad-free, no-tracking email service with solid spam protection and reliable performance.
Of course, it offers custom domain email hosting along with excellent email organization features, as well as email masking for added protection.
No ads, tracking, or data mining
Highly customizable email management
Fast and intuitive interface
“Undo send” up to 20 seconds
No free plan available
Lacks deep integration with business productivity suites
Custom domain email not available on Basic plan
Starts at $3 per user/month (Basic plan).
When evaluating email hosting solutions, it is important to prioritize pricing strategies that align with your business budget constraints and operational requirements.
Look for providers that offer:
Email security is paramount for protecting sensitive business communications and confidential information. A trusted email hosting solution should provide multiple layers of security protection, including:
An effective email hosting service extends beyond basic communication capabilities. It should offer connections and integrations that help it serve as a central hub for business productivity.
Try to go for solutions that offer:
Ease-of-use and a visually appealing interface are essential features an email service provider should offer so new users can easily pick it up with little to no technical guidance.
The best platforms typically offer:
Choosing the right email provider for your small business depends on your unique needs. If seamless collaboration and productivity tools matter most, Google Workspace and Microsoft 365 are top contenders. Zoho Mail and Namecheap offer budget-friendly solutions without sacrificing essential features, while Proton Mail is the go-to for businesses prioritizing security and privacy. Fastmail is equally solid for those seeking a simple, ad-free, privacy-minded platform.
Ultimately, the best choice comes down to your priorities—security, integrations, budget, or ease of use. Evaluate what matters most to your business, and select the provider that aligns with your goals.
Read more: 11 Best Email Marketing Software For Your Business
Cindy is an Outreach Manager and SEO Specialist at ONSAAS who helps SaaS companies grow through strategic link building and SEO. Outside of work, she loves spending time in nature, especially hiking in the mountains.
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