A unlimited professional email (no per-user fees—save $1,000-2,500/year vs. Google Workspace/Microsoft 365) isn’t just about the address—it’s how you use it. These tips will help you keep your mailbox secure, organized, and a powerful tool for business.
Security Tips
- Use Strong Passwords: Choose unique passwords for each address. Change passwords regularly and avoid using personal information.
- Be Wary of Phishing: Don’t click suspicious links or reply to unexpected messages asking for passwords or personal details.
- Enable Two-Factor Authentication (2FA): If your devices or apps support it, turn on 2FA for extra protection.
- Logout on Shared Devices: Always log out of webmail when using public or shared computers to keep your emails private.
Organization Tips
- Create Folders: Sort your mail by client, department, or project for better management.
- Use Rules/Filters: Automatically sort or mark emails with the built-in filters in Roundcube or your mail app.
- Archive Important Messages: Move completed conversations and receipts to an Archive folder to keep your inbox tidy.
- Clean Up Regularly: Delete outdated or spam emails to stay under quota and improve performance.
Professional Email Etiquette
- Clear Subject Lines: Summarize your message for easy reference and faster responses.
- Prompt Replies: Respond to client emails within 24 hours if possible, even if it’s just to confirm receipt.
- Use Professional Signatures: Add your contact details, website, and logo in every message for a polished, branded appearance.
Email Backups
- While WebOps backs up your email data daily as part of your hosting, consider keeping local copies of important emails for extra peace of mind (especially for accounting or legal correspondence).
Need Help Setting Up Rules, Organization, or Security Features?
Let us know! Our team can configure folders, filters, signatures, and advanced features for you—all as part of your service.
- Email: support [at] webops [dot] host
- Support ticket: Submit a ticket
Support hours: 9am–5pm daily and 24/7 for emergencies. We help you get the most from your business email—no hassle, no jargon.
