What Is Webmail? How to Use It to Send and Receive Mail

Webmail is widely used in businesses today. Let's find out what webmail is and how to use webmail in detail for your business.

What is WebMail?

WebMail is an online email management application that runs on a website and can be used from many devices. Besides access to the mail server, users can work with email directly: read, send and receive.

Email is now considered the oldest and most effective form of advertising. Many applications today are designed to meet the email management needs of individuals and organizations, including well-known names such as Outlook, Gmail and Yahoo.

→ Read more: Email Marketing service for the whole business

WebMail Features

Webmail is not very different from other mail services. But it gives users all the functions they need to work with email:

• Compose email: Editing tools are supported, and you can attach images, files and emails.
• Inbox: Manages all incoming email except spam. Outbox: where the list of sent mail is kept.
• Drafts: Where interrupted drafts are saved (internet connection lost, device powered off). For example, if you write a message and don't save or send it, it is saved automatically to your Drafts folder.
• Private folders: Let users save important emails or emails on specific topics. This makes your mail easier to manage, especially when you have a lot of mail and need to find old messages.
• Spam: Emails classified as dangerous or unsafe are automatically moved here. The spam folder may be emptied periodically, so check it regularly to avoid losing important mail.

Other basic email app features are also built into WebMail, such as creating your own signature, changing fonts and changing the admin interface.

Benefits and Limitations of Using WebMail

Considered one of the best email management platforms today, Outlook has one big limitation that is hard to deny: speed. That is why WebMail was launched and is seen as a perfect alternative.

Benefits of using WebMail

• Easy to use: The WebMail interface is very simple, much like other email management apps today.
• Backup: A necessary feature for business email. It reduces the risk of data loss or data incidents for users.
• No computer needed: WebMail lets users access mail from any device with an internet connection.
• Search: Email can be searched easily by keyword, which is very useful when you have a large amount of mail.
• Storage limit: Compared with other services on the market, WebMail has a special advantage in storage, offering a large amount of free storage space.

Limited

• Service is not guaranteed: WebMail is recognized as one of the best email management services today, but problems are still hard to avoid. Unexpected risks can interrupt email and affect users. Fortunately, many businesses are willing to accept this because the chance of it happening is extremely low.
• A company could lose all its emails:This sounds quite risky, especially for business users. However, webmail services from reputable providers today can protect most of your data. But don't be complacent. If you use webmail, back up your data regularly.
• WebMail runs on the web:  So intrusive ads shown to users while they use it are hard to avoid. Overall, though, these ads don't take up much display space and don't noticeably affect use.
• Spam: Although you can manage them in your spam folder, the growing amount of spam makes users feel somewhat uneasy. So messages marked as spam should be scheduled for regular deletion.
• Privacy: By default, webmail providers allow access to everyone's email. Please check the provider's privacy policy for more details. For privacy reasons, though, most data is kept secure. Gmail only uses this to send more effective advertising emails.
• Unprofessional online email address: For a business, an email address is very important because it identifies the brand and is part of looking professional. Unfortunately, WebMail does not meet this need. If you still use this service, you can use email on your own domain.

How to Use WebMail to Send and Receive Email

Using WebMail to receive mail

In the first step, open WebMail at the link yourdomain.com/webmail. Contact your hosting services provider for your account and password. The first time you use it, you will be redirected to the main page.

Next, choose “Set as Default” and choose “roundcube” to open the WebMail interface.

Using WebMail to send mail

To start sending email, open WebMail at yourdomain.com/webmail. Then log in with the account name and password your business was given. Please contact your hosting provider to get the login account.

Now click “Compose” on the main interface on your screen to start writing an email. Then you can enter your content in the WebMail editor. The WebMail editor interface is similar to other popular editing tools. Fill in and confirm the address, subject line and so on, and pay attention to the content.

Then just click “Send” to finish sending the email. You can also save a finished email as a draft. Then click Save to keep it.

Should Businesses Use WebMail?

Overall, WebMail has a fairly simple, easy-to-use interface and is optimized for the speed and convenience of email management services. So it is not hard for users to get used to it and use it well.

However, as mentioned in the section on WebMail's drawbacks, WebMail only suits small businesses with a small number of emails. For medium and large businesses, using Webmail is not recommended.

Although this tool has some limitations, WebMail still proves its worth in speed, features and convenience. Mona hopes the information above has helped you understand what WebMail is and how to use WebMail to send and receive email.