Should we still use Email internally? | IT Support for Businesses

At Tenacity IT and our sister company, Dental IT we stopped using internal email years ago. 

That’s right - no one in our business sends emails to each other anymore. If someone did, it would feel a bit like dusting off a fax machine - old-fashioned and unnecessary! 

We only use email for external communication (and even that is slowly being replaced by calls, Teams meetings, or instant messaging).

Inside the company, email has been entirely retired. And honestly? It doesn't impact our ability to deliver top tier IT support for businesses. We don’t miss it. 

Why Internal Email No Longer Works | IT Support for Businesses

Email still has its place for reaching the outside world, but for communication within your business, it’s showing its age. Here’s why: 

1. Security – Email is one of the biggest entry points for cyber threats. Internally, there’s no good reason to expose staff to unnecessary risk when safer alternatives exist. 

2. Reliability – External email delivery is generally solid, but spam filters and anti-phishing systems sometimes block legitimate mail. That’s fine when dealing with suppliers or customers, but inside your team you need 100% reliable delivery — not “I hope this doesn’t land in junk.” 

3. Spam & Volume – Internal emails get buried under the mountain of junk mail, marketing newsletters, and external correspondence. Staff waste time digging around in cluttered inboxes for messages that should have been simple to find. 

4. Limited Features – Attachments, formatting, and integration with other tools are clunky in email. Internal collaboration needs more than “send and receive.” 

5. Cluttered Threads – Even when grouped, internal email threads are messy — packed with repeated text, disclaimers, and signatures. Quick discussions become long email chains that are hard to follow. 

6. Speed – Internal communication should be instant. Email is slower and more formal, even when used between colleagues. 

   
   

Put simply: email may still be useful for talking to patients or suppliers, but inside your business it’s holding you back. 

Why We Use Microsoft Teams for Internal Communication 

Teams has completely replaced internal email for us. It’s our hub for all company communication and collaboration. Here’s what it offers: 

1. Chat That Feels Natural 

Teams chat feels like WhatsApp, iMessage, or texting. Messages are instant, clear, and informal. You can edit or delete them after sending (unlike email). Emojis and GIFs help keep communication friendly and human. 

2. Meetings & Video Calls 

Teams isn’t just chat — it integrates calls and meetings too. Staff can: 

• Hold quick video chats or scheduled meetings. 

• Share screens and applications. 

• Record sessions for later reference. 

• Collaborate in real time, even when working remotely. 

It’s user-friendly, with no steep learning curve. 

3. Real-Time File Collaboration 

This is where Teams really beats email. Instead of attaching documents back and forth: 

• You drop a Word, Excel, or PowerPoint file into Teams. 

• Multiple colleagues work on it together in real time. 

• Everyone sees updates instantly — no “version 4.3 FINAL” files flying around. 

• You can chat alongside the document as you edit. 

For internal work, it’s a complete game-changer. 

4. Integration with Microsoft 365 

Teams ties into SharePoint, OneDrive, and the wider Microsoft 365 suite. That means tasks, approvals, HR workflows, and even third-party apps can all live inside the same system your team already uses to communicate. 

We’ve only just started exploring this — for example, we’re already using the Tasks and Approvals apps inside Teams — but the potential is huge. 

Why This Matters 

Switching from internal email to Teams brings: 

• Better security – fewer risks from phishing and malicious attachments. 

• Faster communication – instant messaging and calls instead of waiting on replies. 

• Stronger collaboration – shared documents, not email attachments. 

• Simpler workflows – everything in one place. 

For us, the change has been transformative. Internal email is gone, replaced by a tool that makes us faster, clearer, and more secure. 

Email still has its place - especially for communicating with patients, suppliers, or external partners. But inside your business? It’s outdated, clunky, and inefficient. 

At Dental IT/Tenacity IT, Microsoft Teams has become our complete internal communication platform. It’s faster, friendlier, more secure, and built for how we all work today. 

So the question is: if your team is still relying on email to talk to each other - isn’t it time to move on?