What Is Cloud Email? How It Works, How It Differs From On-Premises, and Why It’s Appealing

Cloud-based email lets organizations send, receive, and store emails securely through an external provider, unlike on-premise email, which is managed on the company’s servers.

Cloud email lets you send, receive, and store emails using servers managed by an external provider instead of your computers. This makes accessing email from anywhere easy and is ideal for remote and hybrid work.

While cloud email boosts flexibility and storage, organizations must still defend against advanced cyberattacks that can bypass standard security. Overall, cloud email offers a simple, secure, and scalable solution for managing business communications.

How does it work?

Cloud email providers manage email delivery and storage through remote servers in the cloud. Though the infrastructure differs from traditional hardware-based servers, the basic process of sending and receiving emails remains the same regardless of where the emails are hosted.

Organizations have two primary options to host their email servers: on-prem or cloud.

The more traditional option is on-premises, where emails are sent, received, and archived on physical servers in an on-premises location. These servers are usually owned and managed by the domain owner.

With cloud email, you don’t own or maintain the servers. You essentially lease the server space from a third-party cloud email provider. It’s appealing to organizations because it’s generally cheaper to use, scalable, easier to maintain, and provides flexible accessibility. Organizations have multiple cloud-based options when selecting an email hosting service.

Small and medium-sized companies often rely on cloud email from providers like Google and Microsoft. These mailboxes are hosted on external servers belonging to the providers–Google and Microsoft, in this case. All incoming and outgoing emails pass through the provider’s servers.

Larger companies or organizations with considerable security concerns often prefer an internal server rather than an external server maintained by an outside service. This internal server may be on-premises hardware or cloud-based.

Cloud email is maintained by a third-party provider, which means it handles the security, maintenance, and technology of the servers. This is beneficial to many organizations, especially those with fewer resources to implement and maintain their servers.

Here are some of the benefits of working with a cloud-based email provider over hosting an on-premise solution:

• Cost Savings: Since organizations usually save money by using cloud email, they do not need to hire an IT team to set up, maintain, and use email servers.

• Remote Access: Cloud email provides remote access to data from any device with an Internet connection, which is a huge convenience for employees.

• Scalability: As an organization grows, a cloud email service can adjust to your organization's needs with ease. The same can't be said for on-premise email servers.

• Uptime Improvement: When a cloud server goes down, another server keeps the system running. This ultimately leads to less downtime and keeps emails running smoothly.

• Less Maintenance: Cloud-based email is simpler to run. An organization will no longer have to stress about maintenance issues or keep the system updated since the cloud host takes care of it. Security and IT teams can focus on other things.

• Built-In Security: Cloud-based email providers often have more resources to ensure servers are updated and secure. They also have native email security features to protect against well-known threats like malware, phishing, and spam emails.

Cloud security and email security are increasingly used synonymously. Cloud-based email services have strong built-in security features, but they can miss modern email scams that utilize social engineering.

Traditional email security solutions use rule and policy-based approaches to zero in on known-bad indicators. This can detect obvious attacks like spam and malicious attachments. But the biggest email threat to organizations is socially engineered attacks like phishing and business email compromise (BEC). These can evade built-in cloud email security and secure email gateways (SEGs).

An API-enabled, cloud-integrated email security solution can supplement native security to block evasive social engineering attacks. An integration allows an organization to keep all the benefits of cloud email while still implementing a strong email security system.

Integrated cloud email security (ICES) can help simplify the email security stack by replacing a secure email gateway or supplementing native cloud email security.

ICES integrates with cloud security services within providers like Google Workspace or Microsoft 365. ICES uses AI-powered behavioral analysis to spot socially-engineered attacks.

By creating a normal behavior baseline for internal employees and external vendors, ICES can notice unusual activities like changes in tone, financial requests, logging in from a new location, and more. These behavior changes can point out threats like:

• Credential phishing

• Business email compromise (BEC)

• Invoice and payment fraud

• Supply chain compromise

• Cloud account takeover

• Malware and ransomware

• Spam and graymail

Ready to see how Abnormal can harden your cloud email environment against today’s most advanced threats? Request a personalized demo and experience proactive protection in action.