Microsoft Exchange is the Microsoft’s email server solution and basically, it is an application that runs on a server which manages the emails. Emails such as in Incoming, Outgoing, Drafts, Saved, Calendars; everything is processed through Microsoft Exchange and stored on servers. And when it comes to the importance of Microsoft Exchange, emails delivered directly to a server achieved by Exchange is the key. This works by sending emails straight to an individual workstations in which staff/employee can access. Benefits enjoyed by small and medium sized businesses are as follows:-
- Centralised approach to emails so that they can be backed up – If POP3 model is being used, there is a risk of emails being lost so Exchange acts as centralising and backing up that information.
- Elimination of threats before they reach local network – Exchange consists of defensive mechanisms to mitigate email threats. One of those defensive features is multi-layered anti-spam filtering to help guard against sophisticated spam and phishing threats whereas multiple anti-malware engines working to protect emails against viruses.
- Shared calendars between multiple members of the organisation – This allows members to be informed about what other employees are doing which helps businesses and organisations to have better efficiency and productivity.
- Setting an out-of-office automated reply – If a staff member is away, an automated reply can be utilised to keep other members, clients and sales prospects to be informed.
How to successfully implement Microsoft Exchange?
Assess the requirements and determine the Exchange service model right for the business
Three different options can be explored:-
- Can choose the right version of Exchange to be installed in the locally placed server.
- Can choose Office365 which has Exchange capabilities.
- Can opt out for a third party provider to host the Exchange server for the business.
|Administrators have the ability to choose upgrade schedule and features availability||Any repairs to hardware is the administrator’s responsibility|
|One-time Licensing fee||Locally maintained, on-site|
|No access to data on the servers for outsiders of the organisation||Expenses on hardware and software will be depreciated|
|No maintenance on hardware and software||Solution can be inflexible|
|Licensing expenses monthly||Data losses can happen|
|99.9% uptime Service Level Agreement (SLA)||Can be potentially more expensive|
Businesses and organisations that move to Microsoft Exchange are likely to transition from POP3 hence exporting of all emails from POP3 and importing them into Exchange is required. Once completed, all computers will need to be configured to access the Exchange server.
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