It’s Time for Small Businesses to Upgrade Their Email Solution

There is a striking difference between cPanel based email, and email license options like Google Workspace and Microsoft 365. In 2023, we published a blog article looking at the differences between cPanel-based email and cloud-based options. While cPanel email has been a convenient, easy-to-use, and an easily affordable entry-level solution for small business email needs, the digital landscape has evolved and changed. With that evolution and change, so has the email needs of small businesses. As we go into 2025, it’s becoming increasingly clear that upgrading to the robust and secure cloud-based email platform isn’t just “nice to have” but rather a must have for growth, security, and efficiency.

The Limitations of cPanel Email

cPanel email is almost always included with web hosting services. This pairing makes it an easy-access and budget-friendly choice for many small businesses. cPanel email does come with its fair share of limitations that can reduce a business’s productivity and security:

• Basic Features: cPanel email lacks the advanced features, tools, and resources that modern businesses rely on. These can include things like integrated calendars, team collaboration tools, and file-sharing capabilities.
• Limited Storage: Email storage on cPanel is tied to your main website hosting account. This can often result in storage space constraints that can lead to frequent email issues, cleanups, or costly account upgrades.
• Weak Spam Protection: with the limited resources it has, cPanel email often has issues and struggles with spam filtering. This can lead to both receiving more spam emails and deliverability issues with emails sent, both impacting your communication with clients.
• Security Concerns: With cybersecurity threats always on the rise, the security features and offerings of cPanel email are not necessarily going to meet today’s security standards, leaving sensitive information at risk and a business additionally vulnerable to cyber attacks. 

Why Upgrade to Microsoft 365 or Google Workspace?

When a business switches to a cloud-based email platform like Microsoft 365 or Google Workspace, they’ll have a host of benefits that can transform the way their business communicates and collaborates.

Enhanced Security

There can never be too much emphasis or spotlight put on cyber security. Both Microsoft 365 and Google Workspace email options prioritize security with features like:

• Two-factor authentication (2FA) and Multi-factor authentication (MFA)
• Advanced spam and phishing detection and removal
• End-to-end encryption
• Data loss prevention tools

With cyberattacks always on the rise, these platforms offer peace of mind that your business email, online collaboration, and sensitive information are well-protected.

Improved Deliverability

With that increased spam protection offered by cloud based email options, using cPanel email can lead to deliverability issues, where your emails may land in spam folders or not even delivered at all. Microsoft 365 and Google Workspace have domain authentication and reputation management systems developed (and always being worked on) that ensure your emails reach their intended recipients reliably.

Scalability

As your business grows, so do your email and online collaboration needs. Cloud-based platforms are easily scalable, allowing you to add new users or accounts, increase storage, and access advanced features without the limitations tied to hosting plans. As you scale up in license, you’ll often find new tools and options available at each level to further increase your efficiencies. 

Productivity Tools

Microsoft 365 and Google Workspace offer much more than just email. They come with comprehensive suite productivity tools and resources. They include:

• Shared calendars for easy scheduling
• Real-time collaboration on documents, spreadsheets, and presentations
• Cloud storage for easy file sharing and access anywhere

These features streamline workflows and make teamwork effortless. This is especially important if your team is not always in the same physical space.

Cost-Effectiveness Over Time

Cloud-based email solutions do require a yearly subscription for each email account. Even with this, the long-term benefits far outweigh the yearly cost. The additional security alone is worth the investment. The additional gains and increased productivity makes upgrading a smart financial move.

Transitioning to a Cloud-Based Email Platform

Switching from cPanel email to a platform like Microsoft 365 or Google Workspace does take some work but is certainly not an overwhelming experience. Partnering with an experienced IT service provider or web services provider can make the process quick and easy. From migrating your existing email accounts and emails to setting up the new security protocols, these companies can provide a smooth transition with minimal downtime.

Invest in your businesses future

Going into 2025, communication tools should empower any small business, not hold them back. If your business is still relying on cPanel email, it’s time to review and ask: Is this platform helping my business or possibly holding us back? By upgrading your email to a cloud-based email solution you are investing in your business’s future. With enhanced security, storage solutions, powerful collaboration tools, and countless programs, these platforms will help your business succeed in 2025 and beyond.