Email – Part 2: But what kind?
What email are you using? Please don’t say “Outlook” or “webmail” because those are “where” answers not “what” answers. If you’re not sure, we can help. Why does this matter? It matters because it is hard to answer the next question of “Is that the right email for you?” if you aren’t sure what you are using.
In this post, we’ll answer some email questions for you and let you know how PST can help with all things email.
What are my email options?
So how do we answer the question “What email are you using”?
- The possible answers to this question are:
- Office 365 (Microsoft)
- Google (@gmail or Google based company email with your domain)
- Godaddy (could be Office 365, “regular” exchange, or imap)
- Other email providers such as Network Solutions, Proton, Outlook.com, Mail.com, Yahoo, Hotmail, Live.com, Apple mail, Zoho, etc.
- Most of the above email providers can be used in programs/apps like Outlook (classic), Outlook (new), lesser-known programs/apps and most web browsers. These are the answers to the “Where do you access your email? question.
Other email questions
Other questions include:
“Is it HIPAA compliant?” – This question is very important to all medical offices (general medical, dental, vision, labs, etc), law firms that handle any legal cases that include any medical claims (personal injury, elder law, family law (domestic violence, abuse, etc), etc), and any office that has any medical data for any human individual. Most free emails are not HIPAA compliant so you will need to get away from those and use real, business email providers.
“Can it handle our outgoing email needs (bulk email sending)?” – Most free emails cannot handle the mass emailing you may need for marketing purposes, invoicing, etc so again, if you are a business you need to be using real, business email.
“Is it professional and fit our overall branding needs?” – Free emails do not give you the opportunity to use your website domain in your email. When you use a real, business email provider you can use your company website domain (such as pstus.com for us, @dfssa.org, @danburkelaw.com, @markrodriguezmd.com, @randyadamsinc.com, etc).
Can you send a secure email?
Do you send sensitive or confidential information via email? Or do you want to be able to but you’re not sure how to? Your ability to send a secure email depends on several factors:
- Which email provider are you using? If it is a free provider such as yahoo, gmail, outlook.com, live.com, hotmail.com, or your internet provider’s free amil such as Spectrum, AT&T, etc then you very likely cannot send a secure email.
- If you are using an email provider such as (but not limited to) Office 365 then you need the right license to be able to send a secure email.
- One way to send a basic secure email is to password protect the file you are sending. However, if you want to send a secure email on top of password protecting the file or if password protecting the file is not an option, you will need to use an email provider and the right license to be able to do so properly.
How PST Can Help
At PST, we help businesses like yours navigate technology transitions with little-to–zero downtime, full compliance, and total peace of mind. Our services include:
- Network audits and hardware assessments
- HIPAA compliance checks
- Windows 11 upgrade support
- Secure email, backup, and cloud solutions
And to make it easy to get started, we’re offering a FREE 1-hour consultation. No pressure, no strings—just expert guidance to help you plan smart and stay ahead of risk.
Contact Us Today
Let’s talk about your upgrade path, risk exposure, and how we can make Windows 10’s End of Life a smooth transition—not a crisis.
Phone: 210-385-4287
Email: info@pstus.com
Web: www.pstus.com
