There are many cases of misleading of information when management of organizations are often misled by underestimating the requirement of factors mentioned and being too cost saving oriented that eventually led to wrong belief of self-handling email hosting service. Email system is one of the most important communication tool that businesses use to achieve many things. The handling of email service and the maintaining of the server require a lot of dedication and effort to continuously ensure its best performance.

While it is ideal and possible to have email hosting done by self, it is very time consuming and requires strict managing system of handling and maintenance. First of all, one must be sure that they are fully committed to managing their own servers, time allocation is important as mentioned. Second, resources must be sufficient in order to run a long-term self-handling email service. This means the environment in which the server operates must have the right conditions i.e  temperature, power source and backup power.

The third and one of the most important factors would be the manpower and experiences to handle the servers. This reminded a case of client when the management was persuaded to believe all the pros of self-managing server and left out the cons. Indeed the company was doing well for a month time, but when their team of personals left the company, they urgently rushed to the help of server hosting specialist. This case tells more than just merely manpower and experience, but it demonstrates the importance of ‘real’ commitment of service that is worth the cost of saving.

Web hosting and email hosting services are available for a reason due to the fact that they provide what others don’t – Manpower, resources, experiences and more importantly commitment to ensure reliability of service.

Try http://www.webserver.com.my/services/enhanced-email-hosting/ for more reliable web and email hosting services.

There are a few advantages why any organization should consider the use of email marketing that include the easy tracking of ROI, the large population of email users, the ability to reach great number of people and the reusability with minimal cost involved. The disadvantages however are that large amount of emails will be rejected and filtered by the recipients’ server and many will be deleted (if they are considered are spams)

Email marketing can be created in a specific way to reach specific demographics of recipient. This gives the message more individualized meaning to the recipient to address specific needs. And it can be achieved by setting the email system in advance. The message can be delivered in specific ways that you want it to be. Names of the recipients can also be customized in the message content for different times. Among these powerful features, it is important to ensure that the email message does not violate the spam law.

This can be easily achieved by not making the email appear like an advertisement. Most email servers trash thousands of emails that are categorized as spamming advertisement. One of the best ways to create an email marketing message that look more like a genuine, important and useful message for recipients is to avoid using fancy graphics or an image based email. Email servers filter most images based on HTML emails without the prior request by the recipient.

A text based email looks more creditable and less spammy, however any big bold, colourful and highlighted words in text are equally not encouraged. Certain well known spam words such as viagra, loan, Citibank, etc should also be used in appropriate context of a message as some servers have had these words reserved in their blacklisted vocabulary.

Using a pictorial signature is also not recommended as email marketing. Some email system treats any images attached to the email as spam and will be filtered as a result. With all these things to avoid in mind, it should be a good start to create a structure for email marketing starting with how to go about in delivery the email messages, the frequency and to manage the database of emails. Try Webserver.com.my for a more reliable email system.

The post work of email marketing must also be thoroughly planned. These include getting the right place to lead them after reading the emails. A landing page through a website is highly recommended to effectively lead and convert these recipients into clients. As recipients may come in considerably good amount, it is best create an auto-responder program to manage the follow-up of emails.

You might lose some hair recently if your business relies entirely on Gmail as you know the speed is sluggishly unbearable. Well beggars can’t be choosers but  just hang on with what is available on a free service. Since early this year, many users have been experiencing slow service on their Gmail. Many speculations have been made that include the effects by Norton anti virus, firewall, imcompatibility issues with software and could probably be an encryption problem since some claimed that their Gmail service works better after turning off the https.

Aside from all these disruption of service and outages that happened several times on last year, there are other reasons that perhaps you can consider going for a different option. When using a free email service, there are a few things that you might need to compromise, that include the security, advertisement, speed, spam and more importantly privacy.

Privacy of email is probably one of the more important factor that should be taken into account when using a free email service. Whether personal or private emails, Gmail scans through all of them indiscriminately and block emails that are consider to be a threat to the system or you. So  it goes through every single email and its content. Aside from that, non subscribers that sent emails to other gmail accounts will also have their emails scan though they may not accept the terms and conditions set by Gmail like their users.

The huge email capacity of 7.5 gb is probably one of the best consideration for using Gmail. But if the concern of reliability and privacy may be your higher concern, you might want to opt for a better choice of email service. Try others or webserver’s email for up to 10 GB. Other turn off  things that you might not like when using a free email service is the annoying advertisements.

On technical limitations Gmail users are also not allowed to send or receive executable files even ones that are comprised within a file. This can be a big drawback for many people trying to send business programs that are in the execution format. Aside from that Gmail also has a rule of locking down the service for 24 hours if it the algorithm detects user sending large number of files in a short time.

Very often SMTP gives people the headache to send a simple email out to their recipient. This can be caused by several reasons that include the blocking of ISP, wrong setting of configuration, and dynamic ISP. As the process of transfer from one internet to another, it goes through different servers’ process and ISP, so there are many things that needs to work correctly before it can be sent out.

Mobile SMTP through devices such as iphone, Blackberry and laptop is also not easily accessible at many places as emails are relayed via SMTP servers and it can be difficult to connect while using internet access such as WIFI from outdoor places. Coffee shop, malls and hotels sometimes prevent the ISP from recognizing the SMTP thus not allowing the process to proceed as a security measure.

Configuring an SMTP depends on the MTA (Mail User Agent) and the operating system that supports it server. So finding out this information is the first step to begin. As SMTP does not authenticate the sender, it is often being misused for sending spam, and that’s why ISP monitors the number of outgoing emails all the time.

Other configuration on the mail system allows the user to filter unwanted emails, limites the number of emails that can be sent out and control over other securities and technical concerns that one has.

Apart from the standard procedure to automatically filters spam emails, you may find your wanted emails or important emails that you sent out to be blocked by the provider and only to find it in the spam folder. As an average businessperson who receives about 25 emails daily on average, some wanted emails might accidentally be trashed out with other spam emails. That moment could sometimes trigger some understandable compulsion to throw some foul words at the computer.

Nonetheless, most email systems have been effective in its own ways to prevent daily spam email that you find annoying. So its guilt for being paranoid over every emails should be forgiven. On the other hand, you can also take some precaution or do some planning to ensure your wanted emails to reach your inbox safely or to reach your recipient’s inbox safely.

Turn off Spam filter.

There are a lots of hypocritical spam filters that are available on the market. Some that claimed to protect clients eventually spam them with their own advertisements or worst selling their database to a third party company. Despite that, there are many genuine ones that if worthy trying. Turning off the spam filters may help you momentarily to receive a specific email at a specific moment and you may turn it on again any sooner.

Scan your attachment

Most email providers have a built-in anti-virus, that means it becomes more sensitive with the content of your attachment. So be sure to scan the attachment yourself before attaching it to the email. Execution files format are more suspicion to anti-virus as most viruses e.g Wormholes and Trojans are created in such format. Try shrinking the file size too if possible and put it in a ZIP file.

Your highly graphic email is ugly

No, probably not because of this as email software does not have wisdom for a taste of design, but emails with graphic oriented are more likely to be mark as spam than emails that contain text as most graphic based emails are categorized as advertisement – spam.

Manual white listing

Another way to prevent wanted emails to go into a spam folder is to perform a manual white-list for the sender. This can be done easily through a few steps of setting the rules in your email services. Other email providers such as Webserver that offers Smartermail email service provides additional service to fulfill clients’ requests through a simple phone call to perform the white listing.

“Mark as not junk”

You’ve probably seen this similar sign many where similar, that by click at it, you instantly white-list the email and puts it back to the inbox. It’s a direct way, but may not be effective, as you would need to do it from time to time in your spam folder digging out your wanted email.

Add as friend

Another more effective way is to add your sender as a friend in your contact list before receiving it. That way, you’d be sure to receive the email from the sender.

Removing sensitive keywords

Some email software have message rules that sets specific keywords on the subject and body message to be marked automatically as a spam email. On the other hand, you can remove unwanted keywords or arrange wanted keywords in advance to have it in the inbox folder of your choice.

Reputation of IP

Aside from the above, it is important to understand that the prevention for emails to reach the spam folder should be done by two parties – sender and recipient. Both parties need to ensure the criteria above to make sure the prevention successful.  For that reason, it is also important to ensure that the IP address of the sender is not blacklisted. If your email is hosted in a large shared environment, your IP address can be on risk as you may suffer the same fate from those accounts who have been banned by email service. To avoid this, use a dedicated server.

Your email system is like a mouth for your business. Now imagine when your email experiences downtime, that would be like losing a mouth when your business needs to talk in times of urgency. That meaning a reliable email hosting is definitely a significant consideration for anyone who is serious with his/her business.

Imagine you work for a multinational company that has a great office environment, you present yourself professionally and you then hand over your name card to your client and the email address reads as ‘david@hotmail.com’. What would the client think of you and the company? Not as impressive as I thought if I’m the client. So it’s not just about having a reliable email hosting. It’s also about the overall ‘package’. It’s about your business identity. For a multinational company that has a large number of users, an email hosting would also have greater control over user access.

Clients are going to perceive company’s who possess their personal email domain to have more credibility than those who don’t. It helps to build branding and credibility. Furthermore, it gives better visibility on the internet and make your company more searchable by others with better SEO. In short it simply gives a better representation of your business

When dealing with free email service, you risk losing your email if it is not used or accessed regularly. Many free email service company have a policy of pruning accounts that have been inactive for months. In worst case, you don’t even receive any notification when your account is being terminated. In a paid email hosting service, you receive notification from time to time for a renewal and your email account would never be pruned for inactivity. Not to forget free email service works like free web hosting, that are ads imposed.

Most free email services are web-based, this means you will be required to open your internet browser when you want to check or send your email which can be rather troublesome for people who just wants to instantly run through some old email messages. Unlike this limited web-based use, a paid email hosting allows you to integrate your email to other software e.g. Outlook. This makes everything more convenient, especially when you face downtime of Internet. Furthermore, you’ll also get backups of emails that you don’t usually get in free email service.

But aside from all these, the significance for anyone to choose a paid email service is about the confidentiality. You may not be aware of what you’ve signed up in your free email service, but if you do spend some reading the terms and conditions of the usage, you’ll realize that some points did mentioned that the email provider have the rights to dig into your messages for documentation or research purposes. It is not uncommon for such intrusive practice, but if you do read some free services you will realize how your confidentiality can be violated. Having said that, it is imperative for you to choose a reliable email hosting provider if you communicate anything that is sensitive and confidential to your business.

Technologies have empowered the way company conducts business. For companies, email marketing is a critical tool of communication that can be converted into sales if used effectively. At the same time, it can help companies to advertise and increase brand awareness using a very low cost. From there, it can also be used to obtain feedback from customers. More importantly, emails can be personalized and sent to specific group of target audience.

There are many email software that are available today. Most have more or less of equal benefits that can offer to business communication. This includes having statistics of report for better post evaluation and tracking of messages. The report covers many things from the number of recipients who have successfully received the emails and to which recipient who have chosen to open and view the email content. More advance email marketing software can also calculate the amount of time your recipient spent on reading the emails.

Most of the email marketing tools are built with a user-friendly configuration that can be easily understood and used by anyone. For example, Webserver.com.my provides a web based email-marketing tool known as InterECM as an add-on service. This email-marketing system is comprehensive and comprise of all tools required for professional business marketing use.  Aside from a comprehensive statistical result of emails sent, it also allows scheduling of emails. This convenient feature allows user to work with their email task ahead of time.

The email-marketing tool is an effective tool for cyber campaigns. It allows user to customize the name of the recipient in the email content to create a more personalized tone to every individual recipients at ease. The recipients can also be filtered through customization of database with specific demographics of target audience. Most email-marketing software also supports multiple languages, including script characters. These features and versatility make email marketing an important asset to secure a promising ROI for companies.

Webserver.com.my said that this collaboration is formed to provide customers an effective and feature rich application software (SmarterMail, SmarterTrack, and SmarterStats) to enhance their business communications.

”After providing SmarterTools’ products to our customers for more than three years, we found Smartertools to be the user-friendliest product, so we’ve decided to explore a new partnership with Smartertool to bring more enhancements of our services to customers.” said Alfred Lim, chief executive officer of Webserver.com.my.

Alfred also highlighted among the new features that would enhance users’ experiences in the Smartermail 6.x include the new antispam measures, enhanced outlook synchronization, microsoft exchange ActiveSync Add-on, improved message archiving, improved mailing lists and more. (Visit http://www.smartertools.com/SmarterMail/WhyUpgrade.aspx)

The three SmarterTool software services (SmarterMail, SmarterTrack, and SmarterStats) is a rich-feature application of mail service, interactive functionality and analytical tool that provides detailed statistics, all at no cost when purchase any of the web hosting packages from Webserver.com.my.

The SmarterTool software services are business communication tools suitable for small to medium sized firm.

For more info, please visit http://www.webserver.com.my or http://www.smartertools.com.

About SmarterTools Inc

SmarterTools is an information technology (IT) management software company that builds applications to simplify and automate the day-to-day operation of business. With a diverse product line, SmarterTools has targeted various small businesses, web hosts and internet service providers and has grown its install base with customers in over 100 countries. SmarterTools was founded in 2003 and is headquartered in Phoenix, Arizona. 

About WebServer.com.my

Since 1998, WebServer.com.my has been offering consistent, reliable and responsive web hosting and Internet solutions. Its services ranging from web hosting and end-to-end Internet solutions from basic domain registration to the last mile of application support. All web hostings are secured by carrier neutral Data Centers and are fully powered by redundant systems with backup generators. In addition to years of reputation for its secure and reliable benchmark for multiple backup of server hosting and 24/7 support for last-mile application, The benchmark of Webserver.com.my is loaded with 2 Gigabytes to 32 Gigabytes of RAM; and is networked together with CISCO Switches. This powerful setup provides the highest level of speed, redundancy and data protection availability.