What to Do When Your Exchange Mailbox is Always Full

All of us use email for business communication, but it can actually be a very inconvenient way to communicate. For many years, people have used work email accounts to volley Word attachments back and forth, or distribute newsletters, images and PDFs. Each time a file is attached, it takes up space in every mailbox it lands in, and every mailbox it’s sent from. That causes everyone’s mailbox to fill up fast.

Running out of space is a hassle for everyone. Is it time we dropped email for good

CloudStorage Woes

You’re probably familiar with the ‘mailbox full’ messages that Microsoft Exchange throws out. That’s because Exchange mailboxes tend to be incredibly small. In Exchange Server 2010, the default storage size is 2GB. In a large organisation, the administrator may have set it even lower.

2GB used to sound cavernous, but these days, it really isn’t. Outlook will prevent you from attaching anything over 20mb, but that 20mb file could be forwarded back and forth for weeks. It only takes 100 big files to fill up a 2GB mailbox. If you have a 500mb mailbox – and many people do – you probably get a ‘mailbox full’ email every week or so.

For most businesses, increasing mailbox size isn’t an option, because every user needs an allocation, whether they fill it or not. Before long, you hit the mailbox storage limit, because your server has a physical limit.

What can you do?

– You can scrabble around looking for emails to delete – again

– You can drag files onto your local hard drive (and hope they don’t get deleted by accident)

– You can buy a new server, or extend storage, which will cost money

Sounds inconvenient and costly, doesn’t it.

But there is a fourth option.

A Modern Solution

Hosted Exchange offers a different solution. Instead of using your own server to store emails, you can purchase email as a service. Your email accounts are hosted by a third party, securely, in the cloud.

A hosted Exchange mailbox is an affordable way to max out the storage you can use, without investing massive amounts of money on equipment. The limits of physical servers are removed.

Cloud4 offers three tiers of hosted Exchange services. The Web tier offers a 10GB mailbox, while the top Pro tier can be upgraded right the way to 50GB. To put this in context, Google’s Gmail service is well known for its generous mailbox limit of 15GB. Cloud4 gives you the space for more than three times that amount, at the top end.

Imagine how convenient it would be to have a 50GB mailbox; enough to store 2,500 attachments at maximum size.

The other aspect is cost. If you were to buy the on-premise infrastructure to give everyone in your business a 50GB mailbox, you’d be looking at huge investment, and a lot of that space would never be used. The beauty of the cloud is that you only pay monthly, and you only pay for the mailboxes that you actually need. If more staff join, simply scale up your commitment and pay for a few more mailboxes. If staff leave, cut back any time.

The Many Benefits of Hosted Exchange

Scalable storage, and monthly payments, are just two of the things our clients love about hosted Exchange. If you’re ready to make the move, talk to Cloud4 about the many benefits of switching. Call us today on 0161 850 1264.

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