Until You Need So Much More
At Nxt Gen IT, we’ve helped hundreds of businesses modernise their email and collaboration tools. And here’s the pattern we see time and time again: a business starts with a basic email setup, often an IMAP account or a free personal address, just to get up and running or it’s been “good enough so far”.
But at some stage, the cracks start to show.
They’re running out of space. Setting up email on phones or Outlook becomes a nightmare. Collaboration is nearly impossible. And suddenly, the “just need email” decision is holding the whole business back.
The Real Cost of Cheap Email
We regularly speak to business owners who come to us frustrated with their email setup. At first, it worked fine. But now?
- Mailbox full… again. IMAP email accounts often have tight space limits—causing bounce-backs, lost emails, and constant inbox triage.
- It’s awkward to set up. Adding IMAP email to Outlook or a phone can be fiddly and unreliable, especially if you’re not technical.
- Integration is a nightmare. Want to add a Zoom or Teams link to a calendar invite? Out comes the instructions.
- Collaboration is non-existent. Can’t share calendars, can’t access shared folders, can’t work as a team.
On top of that, you’re probably already paying for something like Microsoft Office. Or you’re realising you need tools for file-sharing, team chat, video calls, bookings, or project management. That’s when the costs start creeping in. You buy other software to solve the problem, each with its own bill.
Email Isn’t Just Email Anymore
Modern businesses rely on more than just sending and receiving messages. Even solo operators need:
- File storage and sharing (e.g. OneDrive or Google Drive)
- Team communication (e.g. Microsoft Teams, Google Chat)
- Video meetings (e.g. Meet, Zoom, Teams)
- Shared calendars for appointments and bookings
- Online forms, spreadsheets, presentations, and more
- Device management and security policies
Suddenly, that “free” email setup starts feeling very expensive—especially when you factor in the time and stress of switching everything over later.
Why It’s Smarter to Start with Microsoft 365 or Google Workspace
Here’s the good news: modern, professional-grade email doesn’t have to be expensive.
- Google Workspace starts at just £5.90 per user/month
- Microsoft 365 starts at just £3.10 per user/month
You get reliable, secure, business-grade email—plus all the tools you’ll inevitably need as you grow. And if you want to compare the two options side-by-side, we’ve done that too.
👉 Microsoft 365 vs Google Workspace – Which One’s Right for You?
We’ve also written about the risks of using a free or personal email for business—and why it’s not just a bad look, it could be a security risk:
📩 Business Email vs Free Email – What’s the Difference?
IMAP vs Google Workspace vs Microsoft 365
| Feature / Benefit | IMAP Email | Google Workspace | Microsoft 365 |
|---|
| Email Hosting | Basic (no custom domain support) | Professional with domain support | Professional with domain support |
| Storage per User | Often limited (e.g. 2–5GB) | 30GB to unlimited (depending on plan) | 50GB+ Email |
| Calendar Sharing | Not supported | Fully supported | Fully supported |
| Email Folder Sharing | Not supported | Fully supported | Fully supported |
| File Sharing & Cloud Storage | Not included | Google Drive included | OneDrive included |
| Available Video Meeting Tools | Third party | Google Meet | Microsoft Teams |
| Mobile & Outlook Integration | Often manual, with specific instructions | Seamless with native apps | Seamless with native apps |
| Available Collaboration Tools | None | Docs, Sheets, Slides, Chat | Word, Excel, PowerPoint, Teams |
| Security & Admin Controls | Very limited | Advanced admin and security features | Advanced admin and security features |
| Scalability | Not ideal for growing teams | Easy to scale with flexible plans | Easy to scale with flexible plans |
| Support | Usually basic or none | 24/7 Google Support | 24/7 Microsoft Support |
| Entry Cost | Low (or free) | From £5.90/user/month | From £3.10/user/month |
Nxt Steps
If you’re starting a business, or you’re using a free or basic email service and feeling the cracks, it’s time to level up.
At Nxt Gen IT, we help businesses of all sizes migrate seamlessly to Google Workspace or Microsoft 365. We’ll make sure your history is preserved, your setup is smooth, and your team has everything they need to work smarter, not harder.
Why wait until you’ve outgrown your email? Let’s get it right from the start.
👉 Book a discovery call with us today.
Ben helps growing businesses turn technology into a driver of performance instead of a barrier. At Nxt Gen IT he works with SME leaders, recruiters, and fast-scaling teams to design solutions that improve reliability, strengthen security, and unlock growth.
With a background in email deliverability and cloud systems, Ben specialises in making sure businesses communicate effectively, keep data safe, and get the most from Microsoft 365. His experience spans solution design, managed IT services, and virtual CIO support, always with a focus on practical outcomes that reduce headaches for business owners.
Ben has supported organisations across the UK, from recruitment agencies struggling with inbox placement to SaaS firms scaling fast, and SMEs needing a trusted partner for their IT. He believes tech is never the end goal: growth is. His role is to make sure technology never gets in the way of it.