8 Best Free Business Email Accounts in 2021

Best Free Business Email Accounts

When starting a small business, you’ll have many decisions to make on how your company will run and operate. One decision that will impact the way your business handles day-to-day tasks is choosing the right business email account. And, as any new business is interested in saving money wherever possible, you’ll want to opt for a free business email account.

Finding the free business email account that best fits your small business needs is important. Your email may be the main gateway between your employees and your clients, so you’ll want to make sure your email account offers all the benefits, features, and professionalism your company needs.

In this guide, we’ll identify the top features to look for in free business email accounts and offer some of the top options on the market to help you find the right email system for your small business.

What to Look for in a Free Business Email Account

You might think all email platforms are the same, but different email accounts are better known for different services. When reviewing features across free business email accounts, you’ll want to decide which services are most important to your company.

Here are some of the top features to look for in a free business email platform.

1. Accessibility

One of the most important functions of any free business email system is delivering email across a variety of platforms, such as desktop, tablet, and mobile. If answering and sending emails on the go will be integral to your business design, look for an email platform with accessibility options, allowing you to cleanly and easily draft and open email messages from anywhere.

2. Reliability

Making sure you can access your email at any time of the day or night may also be important for your small business. You may have employees who work different hours or clients located all across the globe. Finding a free business email system that’s reliable and always up and running might be one of the most important features for your business. Be sure to research any recent email outages and downtimes to find out if an email system went down recently and how long the problem took to fix, so you can be prepared.

3. Integration Options

Small businesses use lots of software platforms, from calendars and project management tools to internal networks. It might be crucial to make sure your email can integrate with one or more of these programs. Look for free business email software with integration options that will allow you to easily connect calendars and schedulers with your email platform.

4. Design

No one wants to work in an email platform that seems clunky, outdated, and hard to use. Search for free business email accounts that offer a clean, easy-to-use interface that will make organizing, sending, and answering emails even easier.

5. Security

Protecting your emails and ensuring confidentiality might be extremely important to your small business. Your business emails could contain sensitive financial or client information that will need to be kept secure. In addition, finding free business email accounts that are difficult to hack to help protect your information and your client’s data might be at the top of your list.

6. Spam Filtering

Many top business email programs can easily filter out spam and junk mail without much intervention from the email user. Finding a free business email account to help identify junk mail can save your employees time and help protect your emails from viruses and hackers.

7. Space

Depending on the size of your company and how often you expect emails to come through, finding a free business email account with large bandwidth might be crucial. Email accounts often do not come with unlimited space, so search for accounts with options to upgrade your bandwidth, the ability to add employees as needed, and archiving options, to help minimize the space being used in individual mailboxes.

8. Domain

If you already have a business web domain, you’ll want to search for an email platform that will allow your email addresses to be tied to that domain. For instance, if your company domain is www.newmarketshare.com, you might want your company email accounts to be [email protected] instead of having a generic email address tied to an @outlook or @gmail domain.

If you don’t own a web domain, you might be looking for free business email without domain options. When doing this, you may want to look at the reputation of an email platform before committing to one, so your email addresses look as professional as possible.

9. Additional Features

Depending on your business needs, you might have a variety of additional options you’d like your free business email to include. For instance, maybe scheduling emails or canceling email sends is important to your company. You might also want a platform that offers some type of chat functionality for your employees to use internally or a task option to allow everyone to keep track of their assignments.

Top Free Business Email Accounts for Small Businesses

Now that you understand more about what to look for in an email program, it’s time to look at how to get a free business email that suits your company’s needs. Let’s take an in-depth look at some of the top options in the free business email space. 

1. Gmail

Gmail is easily one of the most popular email platforms on the market and is a top choice for businesses. This comes with many benefits and a few downsides. On one hand, as a popular service, Gmail has a variety of integration options and is compatible with most major software. Gmail also offers features such as undo send (to cancel email sends), email scheduling, a powerful spam filter, and a suite of software such as Google Docs, Google Calendar, Google Slides, and more. You’ll also receive 15 GB of mail storage.

On the downside, since Gmail is so popular, it can be hard to find an available, professional domain. If you’d like to use your web domain as your email address, you’ll also have to pay for this service, with plans starting at $5 per user. 

2. Outlook

Another top choice for businesses, Outlook no longer requires intensive IT installations and is now available entirely through a web-based platform. Outlook offers many of the same features as Gmail and if you’re already spending at least $12.50 per month on the Office 365 Business Suite, you’ll gain access to Outlook business email for free. If not, you’ll need to pay this price per month to receive access to web and desktop versions of this email platform.

That means that Outlook technically isn’t free; although, if you’re already paying for Microsoft Office products, you might want to take advantage of this email platform. Since this is a Microsoft product, it does work better on PCs, although the web version plays well with both Macs and PCs.

3. Zoho Mail

Zoho might be most well known for their CRM (customer relationship management) software, but Zoho offers entirely free business email accounts for up to 25 users. Zoho Mail is perfect for small to medium-sized businesses, allows custom domains, and offers reliable uptime. 

Zoho Mail also includes cloud storage, mobile apps, and chat and other communication features to keep business teams connected. However, in order to enjoy IMAP support (which securely allows you to check your mail from anywhere), you’ll want to upgrade to the Standard Plan, which is $2 per user.

4. ProtonMail

If security is a top concern for your free business email account, then you might want to explore ProtonMail. Proton Mail offers encrypted free business email options that allow you to protect your personal and company information.

Free ProtonMail accounts include the ability to send and receive 150 email messages per day and 500 MB of storage. For more storage and access to send/receive more email, you’ll need to enroll in a Plus ($5 per user per month), Professional ($8 per user per month), or Visionary ($30 per user per month) account. Small businesses often opt for Plus or Professional accounts to start.

5. Yahoo! Mail

You might think Yahoo! Mail is past its prime, but actually, over 200 million users still turn to Yahoo! Mail for their email needs. While Yahoo! does offer free email accounts, you’ll need to pay a small fee if you want to turn to this service for business mail. For just $1.19 per month, you’ll gain access to custom domain options, 1TB of cloud storage, and other business email features.

On the downside, Yahoo! Mail has a poor reputation when it comes to email breaches, with all Yahoo! email addresses experiencing some form of breach in 2017. While Yahoo! might be an affordable option for new businesses, it’s not the most secure platform.

6. iCloud Mail

If you are a small business full of Apple users, you might want to take advantage of iCloud mail for your company. iCloud email addresses are available to all users with an Apple ID, provide top-notch security and spam filters, and offer easy access to email, calendars, and notes from anywhere.

On the downside, your iCloud email address will be tied to your Apple ID and can’t be linked to a custom domain. While this option might be a good free option for a new or very small business, it’s likely not a good long-term solution for your company.

7. GMX Email

GMX Email offers free business email accounts for up to 10 users. This email platform has been around since 1997 but only has 11 million users, making it much easier to secure a custom email domain if you’re not using a business web domain. GMX also offers spam protection, free storage, and mobile email apps.

However, the GMX interface can feel slightly more outdated than other platforms and GMX is less secure than competitors like Gmail and Outlook, which have two-factor email authentication. Lastly, GMX does not provide customer support.

8. Mail.com

If finding a professional domain name through an email platform is important to your business, Mail.com might be the best option for you. Mail.com allows you access to an exclusive library of domains, including mail.com, dr.com, journalist.com, teachers.org, secretary.net, workmail.com, and a variety of other professional options.

On the downside, Mail.com offers pretty basic business email services that can’t compare to the functionality of Gmail, Outlook, and Zoho. Mail.com does provide virus protection and spam filtering but also contains ads that might be distracting.

The Bottom Line

Every small business has different needs when it comes to selecting a company email account. The good news is, there are many free business email accounts across the web that offer secure service and a variety of features that can make it easier for your small business to do your job effectively.

While you’ll likely end up paying a small monthly fee per user for premium features and extra storage through Gmail, Outlook, Zoho, and Proton Mail, you can find truly free business email platforms like iCloud, GMX, and Mail.com. Be sure to weigh the pros and cons of each before signing up.

Courtney Johnston

Courtney Johnston is a freelance writer, specializing in finance, real estate, and small business. Her writing has appeared in The Chicago Tribune, Benzinga, Rocket Mortgage, BestReviews, Mashvisor, and MoneyGeek. She also teaches writing instruction at the University of Indianapolis. Courtney enjoys condensing complex topics into easily digestible content for readers.

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