The strongest method of communication for small to medium size businesses is through the use of email. Whether to keep in touch with clients or to contact vendors to place orders, email is just flat out better than conventional mail. Be it reliability or speed, there is no comparing the two methods. But did you know that there are multiple kinds of email? POP3, IMAP4, and Exchange are the most common and there is a world of difference between them. If you are using a POP3 email it is highly recommended that you switch to Exchange for an all-around more enjoyable and reliable service.
So what exactly is this Exchange service?
From a 30,000 foot view Microsoft Exchange is a server capable of housing all of your emails, appointments, contacts, and tasks. It allows you 24/7 access on any capable device to all of the assets you have saved to the server. Exchange is very secure so you don’t have to worry about a data breach while connecting to it from a foreign machine. This email option comes with backups as well as an uptime guarantee of 99.9% so you know you will always have your information on hand and readily accessible.
So how is Exchange better than POP3 and IMAP4?
Exchange is geared to businesses while IMAP4 is decent for personal use and POP3 is not for anyone in this day and age. Unlike POP3, Exchange can be accessed from any machine via a webmail interface and has the connection secured with 128-bit encryption. With the ability to set up an out of office message you don’t have to worry about clients getting angry when they don’t receive a response. With powerful spam filtering you don’t have to worry about your employees getting viruses from emails as often. Global contact policies allow your workplace to utilize the same shared contacts. Fully functional group scheduling to assign coworkers to certain jobs is available in real time. Message recall functionality exists as well, just in case you hit send and didn’t mean to. Public Folders allow a team of people to share documents and information with team members for easy cooperation. With automatic backups in place you can sleep with peace of mind knowing that your assets will always be there for you when you need them. Finally, all of your contacts, calendars, tasks and emails synchronize seamlessly between devices and the web.
How to improve upon Exchange?
Pairing Exchange email with the outlook email client will vastly improve work flow and crank up productivity with the ability to quickly swap between calendar, emails, address books, and tasks. Exchange and Outlook go together like bacon and eggs. Setup is as simple as typing in your email address and password and then bam, you have everything you need to manage your personal schedule, as well as your employee’s. Outlook is a one-stop-shop with its ability to sync multiple accounts on one screen. You can link as many emails up to outlook as you want and display all of them on one screen. With Outlook you can save as many signatures as you want, which helps if your company has multiple divisions. Always on the move and still want to keep in touch with in-house communications? Outlook has applications for smartphones allowing you to sync everything from your pc to your phone for on-the-go management.
Here is a list of 10 reasons why Exchange is the enterprise solutions for email.
- Access email remotely within a secure 128 bit connection
- Organize your contacts, calendars, tasks and messages 24/7
- Support for multiple, fully synced devices
- Shared resources such as calendars and contacts with co-workers
- Out of office automatic response emails
- Recall sent messages
- Magnificent spam filtering
- Easy integration with Outlook
- Automatic backups of all assets saved to Exchange server
- Portable capabilities ranging from email to calendars to tasks
If your office is tired of slow, unmanaged and unprofessional email service, call CMIT Solutions of Pennington today for a free consultation.
866-449-9916 x 101