Signs your email system is out of date

Email, whether you love it or hate it you couldn't live without it. It's an integral part of work, which is why don't want to be using an outdated email system. If you are using an outdated email system you may be missing some vital functions. You might be using the most up-to-date desktop email client but the foundation your email system sits on could still be fundamentally flawed. Here are the signs that you are using an out-of-date system...

Your emails are only available on one computer

Email should be accessible everywhere. If you can only access your emails from your work PC (unless it's a security precaution at your organisation) then it's time to change. There will be times where you're out of the office and need to access your email. If you can't, this is a problem.

It's awkward accessing email from other devices

It's 2014; desktop sales for the consumer are still falling. People are buying desktop computers less and less. The chances are you've got a smartphone, a tablet and maybe even a laptop at home? However, when you need to access your work emails from outside the office it's really awkward. It might be that you can't see what emails you've already read; you can't see your replies so you're not sure if you've dealt with that enquiry, or followed up on that meeting request. Let's face it - we're busy people and we forget some things. If accessing email on other devices is difficult it's a surefire sign your email system is out of date. Your email system should not work like this, and your emails should not be fragmented across different devices. All your emails should be available everywhere.

You have to fill in lots of complicated information to setup email on your smartphone

If setting up email on your smartphone feels like you're trying to crack a code or worse still you have to go to your IT guy to do it because you don't understand the things your smartphone is asking for, there's something wrong. It should be simple.

Your web host handles your email

This isn't always true, some web hosts (such as ourselves) offer email services via Google Apps, Microsoft office 365 or Hosted Exchange. However, if to create new email accounts you go through a system like cPanel (or a similar web hosting interface) then the email system you're using is highly likely to be out of date. Often creating email accounts this way through your web hosting account tends to lead to some of the above problems.

So what can I do?

You have options! You can go down the route of Hosted Exchange, Microsoft Office 365 and Google Apps. You can call or email us and ask about migrating to a more up-to-date email system. This will put an end to some of the email headaches you may be encountering. These services offer email sync across all devices and simple sign in options. Some smartphones have dedicated native apps for iPhone, Android or Windows phone (Microsoft outlook or Gmail), which means that all you need to login is your email and password and you're good to go. No more code-cracking the next time you upgrade to the latest smartphone.

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