Your business email is running on one of three types of systems:
POP
IMAP
or Exchange
POP Email
The original email system is POP, which stands for Post Office Protocol. It was conceived in the “olden days” and served users for many years, and totally changed the way we communicate. Now a relic, but still used by a lot of people, your email is downloaded to your machine from the server. Simple enough, but not great if you have several machines, tablets, and mobile phones.
IMAP Email
In the 90’s a new system was launched called IMAP (Internet Message Access Protocol). With IMAP, your messages stay on the server and a copy is downloaded to your Outlook program.
If you have more than one computer, your Outlook Inbox (and folders) are relatively in sync – when you delete a message on one computer, your other computer also deletes its copy. However, your contacts and calendar items are not synced to Outlook.
Exchange Email
Also released in the 90’s was a system from Microsoft called Exchange. Back then only large companies could handle managing an Exchange server in their building and had to have a crew of I.T. people to keep it running.
The selling point of Exchange is, in addition to your incoming and outgoing emails remaining in sync, your contacts, calendar, and journal entries are also synced to Outlook.
As business communications dramatically evolved in the 2000’s, more and more businesses came to depend on the Exchange platform for their fleet of Blackberry’s and similar devices. Small businesses and individuals could only dream that one day they too would be able to make use of all the power of Exchange.
That time arrived around the 2010 mark, when broadband internet speeds increased to the point where Exchange servers could be hosted in the cloud (so you don’t have to manage it!). Now days, if your business is not using Exchange, you’re missing out!
All your mailbox folders are synchronized to all your computers, devices, and mobile phones.
All your contacts and calendar appointments are synchronized the same way.
In most cases you’ll have a massive amount of mailbox storage, so you really don’t need to delete emails (except the obvious junk).
Lots of security and compliance features, and options to satisfy strict policies.
Lots, lots, more.
The best way to take advantage of the Exchange email is through Office 365 from Microsoft. Spitfire IT are experts at moving you onto Office 365 with no lost emails, and minimal hassle.
If you’re still using POP or IMAP, or you’re not sure what you’ve got, give us a call or email, and we’ll help you out with an assessment and a migration plan to move you onto this great platform.