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  • Writer's pictureIles Systems Ltd

Emerging from the Shadows: Businesses Embrace the Future with a Modern Email Solution

Email is the lifeline of business communication. However, with cyber threats evolving constantly, ensuring the security of your email system is paramount. For years, on-premises Exchange servers have been the norm, but there's a safer, more reliable, modern email solution: Office 365. Let's delve into why migrating to Office 365 can fortify your business email security.


Understanding the Risks with On-Prem Exchange Servers


On-premises Exchange servers, while once popular, come with their own set of vulnerabilities.


Here are some key risks associated with on-prem Exchange servers:


1.    Limited Security Measures: Managing security on your own means you're solely responsible for implementing the necessary measures. However, even with diligent efforts, there's always a risk of oversight or gaps in security protocols.

2.    Resource Intensive: Maintaining an on-premises server demands significant resources, both in terms of time and money. Regular updates, backups, and security patches can strain your IT team and budget.

3.    Susceptible to Downtime: On-prem servers are susceptible to various issues, including hardware failures, power outages, or natural disasters. Any downtime can disrupt business operations and lead to financial losses. The downtime is not limited to the uptime of the server either. Internet outage is also a major factor, no internet, means no email, neither in the office, or outside of the office on devices collecting email remotely.

4.    Limited Scalability: As your business grows, so do your email needs. Scaling up an on-premises Exchange server requires significant planning, investment, and downtime.


Embracing Office 365 for Enhanced Security


Office 365, Microsoft's cloud-based suite of productivity tools, offers a compelling alternative to on-premises Exchange servers. Here's why it's a safer bet for your business email:


1.    Robust Security Features: Office 365 is backed by Microsoft's extensive security infrastructure. It offers built-in threat protection, encryption, multi-factor authentication, and advanced threat analytics to safeguard your email from various cyber threats.

2.    Reliability and Uptime: With Office 365, you benefit from Microsoft's globally distributed data centres, ensuring high availability and minimal downtime. Your emails are securely stored in the cloud, accessible anytime, anywhere, from any device. There is also a 99.9% uptime, so even if your internet goes down, other devices that collect email, such as phones or tablets that have connections to mobile networks will still be able to receive and send email. You business will still have accessible email services on PC’s & laptops etc. that are outside of the office where the internet connection is still up and running,

3.    Automatic Updates and Maintenance: Say goodbye to manual updates and patches. Office 365 takes care of all maintenance tasks, including software updates, security patches, and backups, freeing up your IT team to focus on strategic initiatives.

4.    Scalability and Flexibility: Office 365 scales seamlessly with your business. Whether you're adding new users, expanding to new locations, or introducing new features, Office 365 adapts to your evolving needs without disrupting your operations.

5.    Office Software: Depending on which licence you have applied, your office software will always be kept up to date with the latest version.

 

The suitability of Office 365 versus an on-premises Exchange server depends on various factors beyond just the size of the business. While Office 365 can indeed be an excellent choice for small and medium-sized businesses (SMBs) due to its scalability, ease of management, and predictable subscription-based pricing, the decision ultimately depends on the specific needs and circumstances of the organisation.


Here are some considerations:


1.    Size of the Organisation: While Office 365 is often well-suited for SMBs due to its flexibility and ease of implementation, larger enterprises can also benefit from its features, especially considering its scalability and enterprise-grade security options.

2.    Budget: Small and medium-sized businesses may find Office 365's subscription-based model more cost-effective compared to the upfront costs associated with setting up and maintaining an on-premises Exchange server. However, larger enterprises may have different budget considerations and may find the upfront investment in an on-premises solution more feasible in the long term.

3.    Scalability: Office 365 offers scalability, allowing businesses to easily add or remove users as needed without the hassle of purchasing and configuring additional hardware. This flexibility is particularly advantageous for SMBs experiencing growth or fluctuations in staffing.

4.    Security and Compliance Needs: Office 365 provides built-in security features and compliance tools, which can be especially beneficial for SMBs that may lack the resources to implement robust security measures on their own. There are also advanced licenced security options that can be added to your subscription to ensure maximum protection for your data.

5.    Data Access: As well as email, Office 365 also comes with SharePoint, allowing for easier, secure access to data, both inside and outside of your organisation.


In summary, while Office 365 can be a highly suitable option for small and medium-sised businesses, it's essential to evaluate the specific requirements, budget constraints, and long-term goals of the organisation before making a decision. Larger enterprises may also find Office 365 to be a viable solution, depending on their needs and preferences. Ultimately, the choice between Office 365 and an on-premises Exchange server should be based on a thorough analysis of these factors.


If you would like more information, or are considering the move to Office 365, then please contact Iles Systems Ltd.


 

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