Staying updated with efficient and secure technology is essential for all businesses. Numerous organizations still rely on on-premises Exchange servers for their email services despite knowing about the improved functionalities and advantages of Microsoft 365.
This blog explores why it is beneficial to transition your business communications to Microsoft 365.
Understanding On-Prem Exchange
Microsoft Exchange Server allows users to send emails, manage contacts and calendars, and collaborate. These tasks can be carried out across desktops, and it is possible to access Exchange using mobile devices and web-based systems. On-premises Exchange refers to installing the Exchange Server locally. A valid license is required to use Microsoft Exchange Server on devices where the server is deployed. Implementing on-premises services necessitates the user to establish and manage both the Exchange software and the server hardware. Additionally, the user must acquire the necessary Client Access Licenses. The cost of on-premises services is significantly increased based on the Exchange server's projected lifespan and hardware maintenance and refresh. However, since the system is on-premises, there is more control over the communications data and configurations.
Introduction to Microsoft 365
Microsoft 365 is a cloud-based productivity tool encompassing email, contacts, and calendars, along with a wide range of other applications and services. In contrast to on-premises Exchange, Microsoft 365 functions in the cloud, delivers many advantages. It offers continuous updates to ensure that users have access to the improvements in security and up-to-date features. Furthermore, Microsoft 365 provides exceptional scalability, enabling organizations to modify their subscriptions according to their requirements easily. Along with Exchange Online, Microsoft 365 incorporates SharePoint for document and file management, Teams for real-time collaborative communication and video conferencing, and OneDrive for cloud storage.
Difference Between On-Prem Exchange And Microsoft 365
Though both on-prem Exchange and Microsoft 365 Exchange are Microsoft communication products, the main difference is that on-premises Exchange relies on physical servers on-site, while Microsoft 365 is cloud-based, eliminating the need for on-site servers. In addition, Microsoft 365 offers other collaboration and productivity tools like Teams and SharePoint Online, while on-premises Exchange does not. Exchange Online and all the other cloud-based collaboration tools and software licenses can be used with a bundled subscription, unlike on-premise Exchange which requires its own individual licensing and will require software and hardware maintenance costs. Microsoft 365 offers automatic updates and scalability behind the scenes, while on-premises Exchange requires manually applied updates, maintenance, and planning for scalability. Microsoft 365 offers flexibility in subscription plans and reduces upfront operational infrastructure costs, while on-premises Exchange involves higher initial costs for hardware, software, and maintenance and will require skilled technical staff.
Advantages of Moving to Microsoft 365 For Your Business
1. Enhanced Collaboration and Communication:
Microsoft 365 includes collaboration tools like Microsoft Teams and SharePoint, enhancing productivity, communication, and enabling real-time collaboration, video conferencing, file sharing, and support for virtually all devices. Whether working on documents as a team or hosting virtual meetings, Microsoft 365 ensures successful teamwork in a digital setting.
2. Accessibility and Flexibility:
Accessibility and flexibility are key advantages of Microsoft 365, as it is cloud-based and allows users to access emails, documents, and essential business applications from anywhere, on any device.
3. Scalability:
Microsoft 365's scalability is beneficial for businesses. It offers a wide range of subscription plans that can be easily adjusted based on the business's changing needs without requiring significant upfront investment in new software licenses, server capacity, or hardware.
4. Updated Security Measures:
Microsoft 365 prioritizes security with built-in features that protect against external and internal threats, including advanced threat analytics, data loss prevention policies, and multi-factor authentication.
5. Cost-Effectiveness:
Moving to Microsoft 365 is cost-effective for businesses, as it reduces the costs of maintaining physical servers and other IT infrastructure, and maintaining in-house skilled technical staff to manage the system. The subscription-based model of Microsoft 365 includes updates and support, eliminating the need for additional spending on software upgrades and IT labor.
6. Regular Updates and Innovation:
Microsoft 365 users enjoy regular updates that bring fresh features and capabilities, guaranteeing that the organization remains up-to-date with the most recent technology.
7. Compliance and Legal Considerations:
Microsoft 365 provides some built-in compliance solutions to help businesses meet regulatory requirements.
8. Integration Capabilities:
Microsoft 365 easily integrates with various software and services, including third-party applications and custom solutions, allowing businesses to streamline workflows and enhance productivity.
9. Web-based and Mobile-based Productivity Applications:
Microsoft 365 subscriptions include web and mobile versions of popular Microsoft productivity applications like Microsoft Word, Excel, PowerPoint, and Outlook.
10. Software Licenses:
Some Microsoft 365 Subscription levels also include desktop software licenses for popular Microsoft productivity software, like Microsoft Word, Excel, and PowerPoint.
How Everleap Can Help You Transition to Microsoft 365
In conclusion, the transition from on-premises Exchange to Microsoft 365 presents numerous benefits that can greatly improve a company's productivity and efficiency. By moving to Microsoft 365, businesses can achieve productivity gains. However, we understand that embarking on such a migration can require a lot of planning which can be difficult and disruptive for SMBs. So keep in mind that Everleap offers Microsoft 365 Migration services as well as Microsoft 365 Cloud Backup. Everleap can help your team plan and migrate your on-premises Exchange to Microsoft 365. Additionally, we provide seamless cloud backup services for Exchange email, attachments, contacts, calendars, tasks, OneDrive, SharePoint, Groups, and Teams, with unlimited storage and retention. By partnering with Everleap, you can transition to Microsoft 365 and take advantage of all the benefits of Microsoft 365 and backup your business critical data.
Contact us today to discuss Microsoft 365 migration and secure cost-effective Microsoft 365 Cloud Backup.
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