Email is one of those “simple” things that can quickly become complicated. There are free options with limitations, and paid options that offer more features – but may still come with trade-offs.
We can help you choose and set up the best email solution for your business.
Most email solutions have both pros and cons. Here are some examples:
1. Free email options (Gmail, Hotmail)
- Pro: Free.
- Con: A @gmail.com or @hotmail.com address looks unprofessional and isn’t recommended for business use.
- Con: No central administration – file and calendar sharing must be configured manually, and lost passwords may result in permanent account loss.
2. Email forwarders (cPanel website hosting)
Available only with CMS websites hosted on a cPanel server. SaaS platforms like Squarespace or Shopify do not support this setup.
- Pro: Free.
- Pro: Uses yourdomain.com.au for incoming emails.
- Pro: Doesn’t use hosting bandwidth, as emails are automatically forwarded.
- Con: Reply emails come from the destination address, not yourdomain.com.au.
- Con: No server-based copy of sent and received emails.
- Con: No file or calendar sharing.
3. POP3/IMAP email (cPanel website hosting)
Available only with CMS websites hosted on a cPanel server. SaaS platforms like Squarespace or Shopify do not support this setup.
- Pro: Free (with conditions).
- Pro: Uses yourdomain.com.au for incoming and outgoing emails.
- Con: Email storage is limited by your hosting account; upgrading can become expensive.
- Con: No server-based copy available if using POP3.
- Con: No file or calendar sharing.
4. Business email hosting (VentraIP)
- Pro: Cloud-based server located in Australia.
- Pro: Uses yourdomain.com.au.
- Pro: Central management of multiple email accounts.
- Pro: File and calendar sharing between accounts.
- Con: Cost – starts at AU$4.95/mailbox/month for 5GB cloud storage.
- Con: Uses Atmail, which may require a learning curve for new users.
Details: https://ventraip.com.au/email-apps/email/
5. Google Workspace (formerly G Suite)
- Pro: Cloud-based server
- Pro: Uses yourdomain.com.au
- Pro: Central management of multiple email accounts
- Pro: File and calendar sharing between accounts
- Pro: Familiar Gmail interface with no learning curve
- Pro: Strong anti-spam prevention
- Con: Cost – starts at AU$9.90/mailbox/month (annual commitment)for 30GB cloud storage
Details: https://workspace.google.com/intl/en_au/pricing.html
6. Microsoft Office 365 Business Basic
- Pro: Cloud-based server
- Pro: Uses yourdomain.com.au
- Pro: Central management of multiple email accounts
- Pro: File and calendar sharing between accounts
- Pro: Familiar Outlook interface
- Pro: Includes Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, OneDrive, Sharepoint, Exchange)
- Con: Cost – starts at AU$9.00/user/month (annual commitment) for 1TB cloud storage
Details: https://products.office.com/en-au/compare-all-microsoft-office-products
Need help choosing the right email setup?
We offer Business Email services to help you select and configure a reliable, professional solution that suits your platform and workflow.
*Pricing last checked June 2026. Check provider websites for current rates.