Why You Should Move Your Email to the Cloud
With services like Microsoft Exchange Online, businesses are shifting from hosting their emails in-house to using host-provided data centers and remote access technology to sync their email with the cloud. This more modern approach to email improves email security, functionality, flexibility, scalability and more — all while lowering in-house costs and maintenance.
The Benefits of Cloud-Based Email
One of the most obvious benefits of the cloud is the lack of hardware required. With the cloud, there are no physical servers to manage yourself and no hardware to maintain. If you already have an exchange server, the cloud alleviates the system resources so you can dedicate them to new things.
With the cloud, maintaining uptime for your employees is no longer your responsibility; it shifts to the host — like Microsoft — who promises a very high percentage of uptime. For instance, Microsoft offers a 99.9% monthly uptime guarantee for Exchange Online. When paired with a managed service provider’s support to maintain optimal uptime and operability on your network, you can count on strong and consistent email access.
Further, business continuity is much more likely with the cloud, because even if your primary office connection goes down, other mobile and personal devices can connect to the cloud and enable your teams to continue working.
From an administrative standpoint, one of the key benefits of the cloud is the consistency of cost. It’s much easier to budget when you know the cost isn’t changing. There is no need to replace hardware every few years because with the cloud, you don’t have hardware. You also won’t need to worry about buying new versions or new licenses, because everything gets updated through the back end automatically. You can simply add or remove licenses as needed, enabling easy and cost-effective scalability.
In the cloud, there is no mailbox storage quota. You can retain as many emails and as much data as you want. Without the cloud, the cost of keeping that much data locally would be fairly high and you would have to choose what to keep and what to remove.
Remote and On-the-Go Access
With all of your email data stored in the cloud, you can access it from any device. Microsoft DirectAccess, for example, allows you to sync your inbox across all of your devices without using a VPN, making it easier to backup and access your emails. However you access your email, it is stored in the cloud so you don’t need to worry about downloading large emails or manually backing up important ones.
Ensuring Email Security and Ease of Use With an IT Partner
Reliable email security relies on more than host-provided security and functionality. Businesses should have a holistic email plan that includes multi-factor authentication, security monitoring, phishing awareness training, integrations with business apps and more.
Businesses that can’t devote full-time to email monitoring and maintenance should look to partnering with a trusted IT provider that partners with their email host. Peters & Associates, for example, is a Microsoft Gold Certified Partner that can help businesses with their entire email practice, from migration to cloud to configuration, optimization and ongoing monitoring. We also help businesses in other areas of their IT setup, including security, infrastructure, compliance, and ongoing monitoring and support.
Learn more about our Security Review for Office 365.