Reasons Microsoft Exchange Online is Winning

By Farwah Aslam | Business Email

Sep 24

Having your email servers in your office means it needs someone to look after it, and if it goes wrong you can face downtime and disruption while it's being fixed. That is where Microsoft Exchange Online comes to the rescue.

What is Microsoft Exchange Online?

Microsoft Exchange Online is a cloud email service, designed to centralize your emails into a single database in the Microsoft cloud, giving you a sustainable business email. All your devices can talk to the cloud database at the same time reducing your maintenance cost and ensuring your data is always:

  • ​Secure and Covered by a 99.9% up-time guarantee

Being a Head of the Curve

From pigeons to emails, sending letters and important information has evolved.

Emails are a commodity. Like a lot of commodities, they are incredibly important.

Back when I was a kid, emails used to come through browsers, then I started getting them on my phone and then they moved to voicemails and now we have cloud email service providers, capable of providing us access from any device of our choice from anywhere in the world.

But no matter what the era, Microsoft has always been there to facilitate us in the world of communication challenges which includes:

  • Multitude of devices
  • Information explosion
  • Compliance necessity
  • Multi-generational workforce

Benefits of Microsoft Exchange Online with Email Security

Data loss is costing businesses billions a year. It's important to have the right email security and archiving features in place.

Here are a few benefits of using Microsoft Exchange Online for secure email to better protect your business's data.

1. Making Your Life Easy:

With exchange Online you take full advantage of the cloud and cloud deployment models so you don't have to worry about deploying the hardware or the software and you are relying on a third party to provide that service; so no longer you have that system in-house, you don't have to worry about looking after the up-time or the patching or the upgrading of the platform. Essentially the system is monitored and managed for you and you can enjoy the benefits of the system without all the pain that goes with having to look after it at the same time.

2. Access from Anywhere

You can stay connected and in sync whether you are using outlook on your work PC using Outlook client or accessing your email through a web browser using Outlook Web App or on the go using your smartphone, all your info stays in sync and even if a storm knocks out the power, exchange makes sure you don't miss an email or lose any of your data.

3. User-Friendly

You might get a lot of emails, literally hundreds a day, Microsoft Exchange will help you make sense of it all like conversation view; all emails that are part of the same chain can be grouped together. This lets you spend less time organizing and more time getting things done.

You can just click on a name in an email to get that person’s contact information like their address or phone number even the next open slot on that person’s calendar.

4. Shared Calendar

Shared Calendar in exchange takes the headache out of scheduling. You can share your calendar with your co-workers, colleagues at other organizations, even friends and family so they can see when you are or aren't available and make appointment requests.

5. Shared Mailboxes

Group or shared mailboxes are included free and with stacks of storage per user, you don't have to worry about deleting the emails in order to free up mailbox space.

Shared mailbox is a container with a signed email address that contains emails, calendar items, folders and all other content that usually resides in your mailbox.

6. Cost Saving

Integrating with Microsoft outlook and bundled with office 365 License per user per month allows complete control of costs and the flexibility to increase or decrease the number of users at any time.

Microsoft Exchange Server 2013 costs an average of $700 to purchase, which doesn’t include license fees, implementation fees and the additional costs for supporting Windows Server, which the Microsoft Exchange Server runs on.
With Exchange Online, you pay per user. For the basic level of service which includes 50 gigabytes of storage for email, it costs $4.00 per user, per month. Exchange Online is a monthly subscription which means you don’t have to pay all the money up front. This way you can work your Office 365 or Microsoft Exchange Online subscription into your company’s monthly budget.

7. Compliance

Compliance with government and industry regulations is a big deal in today's business world. Microsoft Office 365 services have been certified as compliant with ISO 27001 standards, completed SAS70 Type I and II audits, and achieved the EU Safe Harbor seal. Microsoft has also added controls for helping customers comply with HIPAA (Health Insurance Portability and Accountability Act) and FERPA (Family Educational Rights and Privacy Act).

8. Protect Your Sensitive Data (Data Loss Prevention)

Keep your organization safe from employees mistakenly sending information to unauthorized people with email DLP along with email encryption service. The new Microsoft exchange data loss prevention capabilities (DLP) identify, monitor and protect sensitive data by going deep into full-text content, for more in-depth email security.

9. Integration with SharePoint and Skype for Business

Microsoft Exchange Online, SharePoint and Skype for Business together provide integrated archiving, hold and eDiscovery functionality. It helps preserve important data in place across exchange mailboxes, SharePoint documents and websites and archived Skype for Business content.

10. eDiscovery

SharePoint, eDiscovery allows you to search for content across these stores, preview search results, and export the data for legal preview.

11. Keep Your Data in One Place

You can keep all your important data in one spot with an in-place archive with a large mailbox for everyone in your company allowing them the flexibility to retain email in the box or keep it in a searchable archive if they wish.

12. Active Email Protection

Exchange actively protects your communications with the built-in defense against the email threats. Multi-layered spam filtering is constantly updated to safeguard against sophisticated spam and phishing threats while multiple anti-malware engines work to protect your emails from different viruses.

13. Unified Contact Store

Our professional networks now span so many different places. So, exchange enables you to bring all your contacts together so they are all in one place. Microsoft Exchange Online will even put all your contact information in one single contact part to prevent duplication.

14. User Photos

Allows you to store high-resolution user photos. Users can manage their own photos using Outlook Web App, SharePoint or Skype for Business.

15. Modern Public Folders
Hierarchy mailbox
  • Contains writable copy of the public folder hierarchy.
Content Mailbox
  • Contains writable copy of the public folder and their contents.
  • Contains read-only copy of public folder hierarchy.
16. Cloud- on your terms

Exchange provides you with the tools to move to the cloud on your terms. Whether that's on-boarding overnight or managing a hybrid solution with all your emails stored on-site and online.

So, there you have it, all the benefits of Microsoft Exchange to better protect your emails.

Microsoft Exchange Online is ‘The’ solution for businesses of all sizes and here at Communication Square, we are experienced in implementing it. To find out more email us today.

About the Author

Farwah Aslam: Your routine healthcare physician and a technology enthusiast.