Email System Support

Email System Support

For companies wanting expert assistance




Choosing the Right Email System


Implementing an email system can be a complex process, depending on the solution you intend to deploy, along with the number of users involved. If you are looking to install an office-based solution, then you may have to deploy multiple servers across several sites, adding to the complexity of the system.

If you have an existing email system that is a bit long in the tooth, you have to consider whether it is worth persevering with, or moving to an entirely new platform, giving better performance and saving money in the long run.

Deciding which email system is the best fit for your business will depend on several factors:




Onsite Email Systems


Onsite email systems are self-contained, with all hardware and software deployed and managed in-house. A typical system will compose of a server(s), running a corporate email package such as Microsoft Exchange or HCL Domino (formerly IBM Domino), in conjunction with a spam filtering product such as SpamTitan, which can deployed on-site using a dedicated server or via the cloud.


In-house email diagram

Spam filters are paramount when running on-site mail systems, as they protect a company's internal network and data from malicious items such as:

Malware - which is malicious computer software often sent via email and once activated, can modify, delete and encrypt program files on a computer, as well as disabling system functions.

Phishing Emails - which are fake emails sent to users with the express purpose of duping them into giving up usernames and passwords, as well as financial information such as bank account details, which can then be used for defrauding purposes.

Nuisance Emails - are sometimes sent to an organisation by a 3rd party with a particular grudge or complaint. Spam filters have the ability to intercept and quarantine these emails before they reach their intended recipient.

Nuisance Emails - are sometimes sent to an organisation by a 3rd party with a particular grudge or complaint. Spam filters have the ability to intercept and quarantine these emails before they reach their intended recipient.


The initial costs of setting up an on-site system are not cheap, as server hardware will need to be purchased, along with the cost of the email and spam filtering software and Windows Server licences. There will also be on-going costs in the form of software maintenance subscriptions, allowing you to get continuous spam definition updates, designed to detect and stop the latest malware outbreaks.







Cloud Email Systems


With a cloud-based email solution, all of the backend email servers are hosted and maintained by a third party, accessible over the Internet. Hence, there are no upfront hardware costs to contend with. Spam filtering will normally be provided as part of the package.

From a user perspective, all that is required to run a cloud-based solution is a decent internet connection, and the devices to deploy the email accounts onto. When setting up mail in a hosted environment, a company will often require the assistance of an email administrator to configure the various components of the system, such as email accounts, DNS settings etc.


Cloud-based email system

There are a number of choices when it comes to cloud based email solutions, with the most popular being Google G Suite and Microsoft 365 respectively.

Google G Suite works in a similar way to a standard Gmail account, albeit with additional features. Users can access their email on any device supporting the IMAP protocol or via a web browser. Google include their own virus and spam filtering as part of the package, which is one of the best and most accurate available. Pricing is based on a per user / per month basis, and user licences can be added and removed at any time. More information on G Suite pricing is available here.

Microsoft 365 offers similar functionality to G suite, but its backend is built around Microsoft Exchange and optimized for use with the Outlook desktop client, although it can be used with a plethora of email clients. Once again, virus and spam filtering come as standard, and are pretty effective. In terms of pricing, there is an annual commitment for each user that you add to the account. More information can be found here.

Office 365 offers similar functionality to G suite, but its backend is built around Microsoft Exchange and optimized for use with the Outlook desktop client, although it can be used with a plethora of email clients. Once again, virus and spam filtering comes as standard and is pretty effective. In terms of pricing, there is an annual commitment for each user that you add to the account. More information can be found here.




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Email Systems Support Services


To summarise, here are some of the email system support services that IT Results can assist you with: