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 choose and set up the best email solution for the organisation through our Digital Setup service. An address that ends in the organisation’s own domain name looks more established than a free one, so our FAQ on registering a domain name is worth reading first.
Most email solutions have both pros and cons. Here are some examples.
1. Free email options (Gmail, Hotmail)
- Pro: Free.
- Con: An @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 a lost password may mean permanent loss of the account.
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 the hosting account, and upgrading can become expensive.
- Con: No server-based copy is 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, starting at AU$4.95/mailbox/month for 5GB cloud storage.
- Con: Uses Atmail, which may involve a learning curve for new users.
Details: VentraIP business 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, so there is little to learn.
- Pro: Strong anti-spam prevention.
- Con: Cost, starting at AU$9.90/mailbox/month (annual commitment) for 30GB cloud storage.
Details: Google Workspace pricing. Our FAQ on Google Workspace explains what is included.
6. Microsoft 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 web and mobile versions of Word, Excel, PowerPoint and Outlook, plus Teams, OneDrive, SharePoint and Exchange. Desktop versions of the Office apps need a higher plan.
- Con: Cost, starting at AU$9.00/user/month (annual commitment) for 1TB cloud storage.
Details: Compare Microsoft 365 plans
Pricing last checked June 2026. Check provider websites for current rates.
Need help choosing the right email setup?
Our Digital Setup service covers business email selection and configuration, migrating existing email and contacts, and the security settings that keep a professional setup reliable.
