Internet marketing, website promotion, online marketingInternet marketing web site promotion online marketing

Home     New Insider Secrets to Explode Your Sales   Free Newsletter   Make $70, it's Easy

from The How-To Network
 

Email: How-To Choose Email Software

Email software. It may seem like Microsoft has taken over the world, but there are still a few other fish in the sea. Whether you manage your email system yourself or let an ISP do it, you still want to pick the email client (the software that lets you send and receive email messages) that works best for your company's needs. Products range from the multi-tasking Microsoft Outlook (so advanced it borders on the frightening, with some setups allowing people to view and amend each others' schedules), to simple web-based programs that do little more than send and receive basic text messages.

Following the steps on the next pages will help you choose your email client, but also keep the following in mind:

lightbulb transparent Combine Products. Remember that although some clients may not have all the features you are looking for, you may be able to get them from your other office applications. For example, if you prefer Netscape or Eudora, but still want an advanced scheduler, use Microsoft Scheduler, part of the MS Office suite, or a similar product, and stick with the mail program you like. 

lightbulb transparent Consider Your email Management Strategy. The email client you choose will largely depend upon how you plan to manage your email system. You have two choices:

  • Manage email in-house with your own server and groupware (sophisticated email client)
  • Outsource to an ISP

Your email client will be different depending on which strategy you choose. As a general rule, the more control you have over your own system, the more sophisticated your client can be.

1. What Features Do You Need?  There are three types of email, and they fall into the same basic categories as cars (including relative expense):

__ Luxury Model: In-House Groupware. Groupware is a sophisticated email client used when managing your own email server rather than outsourcing to an ISP. For example, Microsoft Outlook is the groupware used with Microsoft Exchange Server. Groupware email is the most sophisticated of the bunch, with advanced text editing options, extensive contact management, and the ability to link staff schedules together. You can even create tasks directly into employee calendars. This is the way to go if you're a medium to large company that relies heavily on email and wants the highest level of contact and schedule management.   (1 point)

__ Reliable Sedan: ISP Hosting. ISP-hosted email clients are essentially watered-down versions of the luxury groupware model. You can get them for almost no cost, and they have most of the same features. The downside is that users aren't connected to each other - you can't merge employee schedules and tasks can only be set by the user. This is the way to go if you don't want to manage your own email, but still want a fairly capable and professional email interface, along with your own domain name. (2 points)

__ Four Doors and Some Tires: Introducing Web email. Web-based email is popular because you can access it from anywhere, but the text editing options can be very limited, thus making your messages less professional-looking than more traditional clients. With web-based email, contact management and scheduling is virtually non-existent. But if you're short on cash, it's a good way to get started. (3 points)

 

 lightbulb transparent Consider Technical And Customer Support. By outsourcing your email, you're at the mercy of your ISP's server. If you're having email problems, you want a real person to talk to. Some clients provide extensive, free support via telephone, Internet and email. Also check the quality of the clients' online tutorials. While email programs are pretty straightforward, it can be hard to find some of the more obscure but useful features, especially in sophisticated programs. These could be deciding factors if you're on the fence about two products. 
Click your score for your answer: 

1 Point

2 Points

3 Points

1 Point:  In-House Groupware

 

You've chosen in-house groupware. This is the highest level of email capability available currently. Groupware means that you'll be managing your own email server in-house, probably with an IT staff. There are three major products to choose from. You can purchase just the client from each of these, but you won't be able to use the complete range of features without their respective servers.

Product: Microsoft Outlook 2000 Novell Groupwise Lotus Notes/Domino Server
Price: $75 - $100 for the client, plus cost of server package (typically in the thousands, depending on the number of users).  $700 - $3,500 for 5-25 users; prices go up for more users.

 

$35 for Lotus Notes client, plus cost of Domino Server package. Ranges from $700 - $5,000 depending on number of users. 

 

 

 

 

 

 2 Points:  ISP Hosting

 

You've chosen ISP-hosted email. You'll get most of the same features as more sophisticated clients for much less money. There are four major products to choose from. And either Outlook Express or Netscape Mail usually come automatically installed in most new computers

Product

Microsoft Outlook Express

Netscape Mail

Eudora Mail

Poco Mail

Price Free with MS Internet Explorer Free with Netscape 6 Free (Or you can purchase the full Eudora Pro for about $40-60 single user) Free as Shareware to try, $25 if you decide to keep it.
Platform Windows 95, 98, 2000, NT and Mac Windows 95, 98, 2000, NT,  Mac and Linux Windows 95, 98, 2000, NT and Mac  Windows 95, 98, NT
System Requirements        
Minimum Processor Speed PC 486 PC 486 PC 486 or Mac PowerPC  
RAM Required 16 MB (95,98)       32 MB (NT) 32 MB (48MB for some systems, check www.netscape.com for details)

 

16 MB for all systems 6 MB for installation, 3.5 MB after.
CD-ROM Needed: Recommended YES Recommended NO
Features:        
View/Compose HTML YES YES YES YES
Message Filtering YES YES YES YES
Calendar/Scheduler YES NO NO NO
Advanced Contact Management NO NO NO NO
Integration (i.e., merged messaging, contacts and calendar) NO NO NO NO
Remote Access YES with system configuration or software YES with system configuration or software YES with system configuration or software YES
Pros: Most of the best features in Outlook, only free. Can be used with AOL, creates separate inboxes for managing multiple email accounts. Remembers sender addresses so you can address email simply by starting to type the name. Free version, many of the same features as Outlook, including the basic look and feel. The full Eudora Pro version also includes a voice mail program that lets you send voice mail via email to other Eudora users.      Gaining popularity as simple and user friendly. No scheduler, but has most of the same features as Express and Eudora, and some they don't - like the "Show Only" bar, which searches text portions to find the particular message you're looking for. Its best feature is advanced scripting and filtering for both novice and seasoned users.
Cons: Lacks a few of the advanced contact/message management features in Outlook - but you might not use them anyway. No interactivity or shared tasks, even if used in a LAN setting. Lacks sophisticated filtering and sorting capabilities for incoming messages. Lacks advanced calendar/schedule interface.  Advertisements. If you switch to the ad-free version, some features disappear. No integration of calendar, schedule, contacts, etc. And you need to pay for the full-featured version. Lacks advanced scheduling and task management.
Reviews: PC Magazine rates this as their #1 choice.   ConsumerGuide.com rates the full version of EudoraPro as their #1 choice. Ziff-Davis gives it 5 stars out of 5.

 

 

   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 3 Points: Web email and AOL

 

You've chosen web-based email. These are much more basic versions of the typical email client. They are limited in size, and prevent you from choosing your own domain name (i.e., if you use Yahoo!, and your company name is Widget, your email would be Widget@yahoo.com). But they're usually free or close to it, and you can check them from any computer anywhere with a connection to the Internet.

Product

Hotmail

Yahoo! Mail

AOL

 Features  The most common web-based email, Hotmail's message size capacity is more limited than Yahoo! and loaded with ads and email advertisements, but popular for its easy interface.  Slightly larger size capacity than Hotmail, but still limited. You can get additional space for a nominal annual fee, and Yahoo! will upgrade long-standing customers for free. While not technically a web-based client, AOL is one of the more common email clients for those not using groupware or without their own domain through an ISP. AOL has its own proprietary email client, so if you choose AOL you must use their program. AOL charges a monthly service fee, and their mail client isn't as sophisticated as Microsoft Outlook Express or Communicator. But it has more features than most web-based clients, and is known for its extensive content, user-friendly interface and large member community. 
Bottom Line

Microsoft Outlook 2000 offers the most comprehensive program with the most versatility for business if you're looking for integrated features. And many of these features come free in Outlook Express. But if you don't need all the fancy stuff and find the interface too busy, go with Eudora or Netscape. And for more content driven, all-in-one communications packages, consider Netscape and AOL. 

lightbulb transparent Read Reviews. Magazines like PC World and PC Magazine specialize in computer-related information. Check their product reviews to see how they rate various clients. Remember to make sure you are reading about the same version of the client that you are considering. 

lightbulb transparent Talk To Colleagues, Friends & Other Companies. Find out what clients your friends or people in similar businesses use. Ask what they like and don't like about the programs, and if they'd make the same buying decision again.

lightbulb transparent Request Samples/Demos. Sometimes reading about the features of a program is not enough. You also want to be comfortable with the interface - the look, feel and usability of the program. Contact the client companies and request samples, or visit their websites - sometimes they will provide demos or screen captures.

lightbulb transparent Visit Client Websites. While most email client websites won't tell you everything their program does, you can get a good idea of the price, basic features and any other services that accompany the package, such as tech support or warranties.

lightbulb transparent Combine Products. Remember that although some clients may not have all the features you are looking for, you may be able to get them from your other office applications. For example, if you prefer Netscape or Eudora, but still want an advanced scheduler, use Microsoft Scheduler, part of the MS Office suite, or a similar product, and stick with the mail program you like. 

lightbulb transparent Consider Technical And Customer Support. By outsourcing your email, you're at the mercy of your ISP's server. If you're having email problems, you want a real person to talk to. Some clients provide extensive, free support via telephone, Internet and email. Also check the quality of the clients' online tutorials. While email programs are pretty straightforward, it can be hard to find some of the more obscure but useful features, especially in sophisticated programs. These could be deciding factors if you're on the fence about two products.