EazyWorks: Tips and Tricks for Small Businesses

How to set up your e-mail

First off these suggestions are based on what we did and have done for other small businesses. We feel there is often a disconnect from what a small business actually needs. Often times we see businesses using free email accounts like @yahoo.com or @hotmail.com for a business. While this works it defiantly is not as professional as having your own Domain name @YourCompany.com.

What most small businesses do not realize is this is very cheap to set up and will give your business a better first impression. There is so much free stuff out there now that a small business can easily have a nicer IT set up than larger businesses who are stuck in the past. A couple things to start off with.

Why Web Based Email is better than OUTLOOK

We have pretty good experience using GMail for our company. Some things to consider:

• We still cannot believe how many users are tied down to outlook. we really do not see many if any benefits unless you have a full exchange server to back it up. Realistically no matter what size company we still think a nice web based approach for email has far to many benefits to ignore. Yet still outlook is hindering users. we are currently using Google's Gmail but are not necessarily tied to them.
• Virus Containment and scanning
  • Virus Scans are done on the server you will not even get a infected file
  • With Outlook you first download the Virus, then try to clean it. It uses your PC to do the work, it takes up Bandwidth that you might never need. You have to manage the attachment and make sure you have the disk space.
  • Your PC is the Bottle Neck
• Accessibility
  • Unless you have a laptop you are tied to computers that are configured to use Outlook
  • with the Web Based Approach you can access your email anywhere there is Internet access.
• Security
  • Running Outlook at home to access your work email is a security risk because all the messages are downloaded to your local PC. Your network security is only as secure as your weakest link.
  • Web Based Approach only downloads what you want to see and keeps everything secure on the server.

What People Say

Some reason people give not to use GMail:

• I can set up Folders in Outlook and have a personalized Footer.
  • You can do the same in GMail, except it is called a "Label" instead of a "Folder" it also offers many improvements over the typical folder structure.

    Labels are just Tags while a folder is a physical location, in the case you want a email in 2 folders you end up coping it from one folder to the next while if you use Labels it simply adds another Label.

  • Gmail has Signatures as well just read the Online Help
• Outlook is more professional
  • I never really get this one, maybe because they know larger companies use outlook? Honestly you are the only one who knows you are using Outlook.
• If my Internet Goes out I can still send messages with Outlook
  • First off you cannot send a message you can simply write the message.
  • Second when was the last time your Internet went down for more than 5 min?
  • Third GMail is integrated with Google Gears which will give offline support (Caching) to support network interruption's and laptop users. (xxx)

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