What is Microsoft Exchange?

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We hear it often, “Microsoft Exchange.” It is a term often used in business, but still many new, small and even mid-sized businesses don’t really understand what it is or how Microsoft Exchange works.

Actually, Microsoft Exchange software is  a complete and secure system that gives email a lot more power. It’s an easy way to store all contact, customer, and associate information in a huge database and have it securely available from any location and any device, whenever you need it.


Exchange is a popular and collaborative messaging and email system used by businesses and organizations of all sizes. It is powerful, yet intuitive and easy to use, as it works in collaboration with Microsoft Outlook.

Developed in 1993 as a replacement for the XENIX system and later updated several times to the latest 2010 edition, this is now a system considered popular among businesses large and small; all because of its benefits as a complete email and contact solution. These advantages include:

  1. Support of IMAP, POP, and web email clients
  2. Allows for the sharing of client information between team members and on different devices using Outlook or Outlook Express.

How Does It Really Work?

Well, let’s say you need to schedule messages; you need decide on when the initiation of the conversation was, what the follow up is and what the end result is; find when certain emails are sent to diverse employees. It’s here that Microsoft Exchange helps you do these organizational tasks.


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Another confusing aspect of email, especially for small entrepreneurs is the ability to organize emails, to separate internal messaging from external, personal from business, but when using Exchange you no longer have to worry, as it does all that for you and it facilitates email even further with a powerful search feature that lets you find information from any corner of the inbox using keywords.

Newer exchange features also include RSS feed supporter, email scheduler and a preview pane for quick attachment views.

Higher Security Settings

One of the biggest advantages of Microsoft Exchange is the security features it offers. This is a server that eliminates security threats and protects email against viruses, spam and hackers; all real threats especially when business email needs to be confidential. Employees and team members can access email from any location in the world and still keep it as secure as possible.

Compatible with Other Features

It’s a well-liked system and there are more than a few reasons why, including its ability to adapt, organize and offer tools such as voice mail storage, contact organization, search features, scheduling, all tools that integrate intuitively with the clients and employees existing outlook on their own computer, laptop, phone or tablet.

Bottom Line

Microsoft Exchange is certainly efficient, and if you’re at the point where you lose too much time trying to identify, organize and find emails; or find you have problems trying to communicate with employees to see where the negotiations left off, then consider Microsoft Exchange. Using this program’s features could be in your best interest.

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How Does MS Exchange Work?

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As an entrepreneur you may have started out with a great idea. You may have even been the guy wearing all the hats in the business; the salesperson, secretary, manager and customer service rep. But if you are successful, and you always hope to be, at some point you’ll have to hire people, make contacts, keep customer information, send both internal and external emails and keep track of it all. How do you do it and be the IDEA MAN at the same time? You use a software tool known as Microsoft Exchange.


By now the way you organize your business, your contacts, customer information, calendars and meetings is probably a hodge-podge of different applications and manual processes.

What’s wrong with that?

Well, the problem is that you start losing track of information. You send emails and they don’t get to their destination; you lose contact information and cross paths and redo or resend information that someone else on your team has already taken care of. Over the long haul, this causes confusion, time loss, information loss, but more importantly it is an insecure way of handling confidential email, conversations and contact information, allowing outside users entrance to this all-important information.

A solution is to use MS exchange, a powerful email and contact management system created by Microsoft and used by most businesses throughout the world. Still for a long time MS Exchange was only available to large businesses as it required high powered server capability, but now with hosted options any business can contract MS exchange on their hosting for about the cost of a cup of coffee at Starbucks.

How Does MS Exchange Work?

Basically MS exchange works in combination with a user’s existing Outlook account, but automatically classifies and organizes emails depending on whether they are internal or external, or come from different types of email accounts whether those are POP3, IMAP or Webmail.

Additionally MS exchange synchronizes email on different devices, allowing you to access information wherever you are, or give access to other team members so they can take action on the requirements.

Additionally MS exchange offers other important tools and features such as calendar sharing, meeting scheduling, client information sharing and more. Exchange actually automates many of the processes you probably already do manually, and this frees up your time and offers better information security as everything is in one place. Features such as the powerful search feature, the exchange capabilities and the RSS feed supporter help facilitate the organization of your emails and contacts.


Added Security and More

I guess we can safely say that MS exchange with all of your email information in one neat little package and lets you open and access it from anywhere but in the safest and securest way; preventing any unauthorized access from outside sources.

Yes. It is a tech tool where the management of all the features takes technical know-how, but when you contract Exchange as a hosted service, you don’t have to worry about the management end of things. You just get effective email organizational solutions.

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How Does Microsoft Exchange Work?

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Don’t get too techie on me. I’m just a carpenter, an artist or a chef. This is often a complaint I hear from small business owners when I mention Microsoft Exchange as an email management option.

When you aren’t very tech savvy, and you hear of Microsoft exchange, you may think it too complicated a program to implement your organization. However, organizations who at first wondered, “How does Microsoft exchange work?” quickly realized that it is a very intuitive program that helps organize email information.


Microsoft exchange is essentially the Gmail of business. It is the most popular collaborative email and messaging service in the world, and used by organizations that rely on the Microsoft infrastructure-and in many cases, even those that don’t. Exchange is basically everything that powers the most amazing features of Microsoft Outlook but on a larger scale. Developed in 1993, it has since grown into a powerhouse email organizational system.

Microsoft exchange supports IMAP, POP and web mail clients, including those that are already existing on Outlook. More importantly, it allows users, employees and associates to share information using their outlook web access information.

How Does It Work?

Basically, it works much like Outlook does but offers intuitive features that allow for better business efficiency, communication and productivity. These allow users to:

  • Improve customer an associate communications by allowing users to schedule messages, Mark start, middle and endpoints, and separate messages from in-house employees and those that come from the exterior.
  • MS exchange also features a powerful search tool that lets you find information from the furthest reaches of the email data server.
  • It offers tasks, calendars and documents that can be collaborated on between users.
  • There no features include an RSS feed supporter, fast preview panes, and an efficient email scheduler.

Although these features are more than those offered in Outlook, users access them through the outlook on their device, computer or laptop, no matter where they are located. There are other tools that allow you to quickly mark, prioritize and select email.

For businesses that received hundreds of emails a day this can enhance performance, allowing you and other users to free up their time for core business activities.

The Most Important Feature

Although the above listed features are important and can help improve your communications with clients, providers, and Associates and prospects, the most important features that Microsoft exchange offers is higher security. The server neutralizes any security threats, spam, viruses or attacks from hackers; keeping your contact information safe.


Although not every business uses these, Microsoft exchange is also compatible with other features such as voicemail storage, scheduling and content organization. However, these features are also easy-to-use as they also work off of the Microsoft Office Outlook platform.

Bottom Line

Because of all of these tools, Microsoft exchange is the preferred business email solution. It’s safe, easy to use problems are usually fixed quickly. This is why more and more organizations are switching to the Microsoft exchange system – even when they aren’t all that tech savvy.

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How to host Microsoft Exchange

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Once you start growing as a business, the first thing you’ll notice is that you start having difficulty keeping track of email, contacts and communications. Things start slipping by you. What can you do about it? Well the easiest solution is to use Microsoft Exchange server software. However, this is an expensive program, probably too expensive for a small entrepreneur, unless you use the trending modern-day solution, that of using hosted Microsoft Exchange.

What is Microsoft Exchange?

Microsoft Exchange is server software that makes sending email and organizing it easier, faster and more efficient; and we all know how important this is for a business, especially as today, most business is often conducted by email.

Among the most important benefit to Microsoft Exchange is its enhanced security features. These keep data safe which is especially important when dealing with financial information, or information that is confidential. Microsoft Exchange aims at preventing infiltration by spam, virus and hackers.


And that’s all well and good, but Microsoft Exchange also has some other performance features that are really useful. For instance, you can easily track the progress of email communications between you, clients and other team members. The advanced search feature also lets you search for emails from the furthest reaches of your email account.

Why else would you want to use Microsoft Exchange?

Well because it lets you synchronize your email, your contacts and your calendars across all devices; meaning you could be in your office, or your clients office and still access the email information.

But here is the catch, Microsoft Exchange requires a business to have server capacity because of the data requirements. And that could be a problem for small to mid-sized businesses that can’t afford or don’t have the room to acquire a large business server and all the accompanying expenses. Wow. That would be an option that runs into the thousands of dollars.

Ahh. but there is a better solution. You don’t actually have to host Microsoft Exchange on your own server. You can find a hosting service with Microsoft Exchange already implemented and ready. You just contract the hosted service and share it with other businesses for a very affordable price, the price of a cup of coffee.

What better way to use Microsoft Exchange than to share the server in an off-site location?

 That keeps your email even safer as you no longer have to worry about damage, problems or crisis happening to your office location or your server.

The Advantages of using a Secure Email Hosting Account for Microsoft Exchange

This option offers a better hosting option because it offers:

  • Unlimited Storage
  • Mobile Device Synchronization
  • Integrated Spam and Virus Protection
  • Calendar Use and Sharing
  • Contact Integration and Sharing
  • Easy Delegation Processes
  • Resource management

There is no question that Microsoft Exchange is a big improvement over conventional POP3 or IMAP email. It helps you be more productive and organizes everything well. But the only affordable way to use it is by contracting Microsoft Exchange hosting options. In reality, this is actually the best way to use it as you don’t have to worry about the hosting management or control of the system.

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Get More Professional with Hosted Email

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When you own a website, you usually get a website email. Some business owners use this email in combination with their free email account like Gmail or Yahoo. That’s fine and dandy when the business only has one employee – you. But things change when you add more employees and email accounts into the mix. Once you start managing a significantly large number of contacts, dealing with different email applications manually can get complicated. Obviously, you don’t want customers or business contacts to receive email from your Gmail account, but opening webmail every time you want to check your websites email can become time-consuming. Getting employees to understand what a customer wants, and teaching them how to follow up and keep track of solutions can also become complicated. The solution is to use a business email tool, a professional hosted email service that uses Microsoft exchange.


Why Microsoft exchange?

Currently, exchange is the most collaborative and popular email and messaging service for businesses and organizations. However it hasn’t really been a solution for small to midsized businesses because of the need for server hosting, that’s where hosted email comes into play. Hosted email gives you all of the benefits of Microsoft exchange without your actually needing to all the server or hired personnel to manage it. This powerful email software is already installed in hosted email service and comes at a price of about a cup of coffee.

Truth is, hosted email services make you more professional.

How Does It Do That?

Exchange helps you better your customer performance by helping you communicate more effectively, stay on top of email conversations, get back with customers on important matters as quickly as possible, and access email from any device in any location.

  1. Improved professional communication

Hosted email allows you to keep all of your email in one location yet keep in touch with your contacts in the various platforms whether this be through POP, IMAP or web mail. All information comes into one mailbox, so we could say that hosted email gives you professional control over all of your messaging needs.

  1. Professional Productivity

When you access your email from any location and any device, say for instance from clients location, you appear to be well organized, high-tech and very professional, and not impresses customers.

  1. Improved Appearance

Hosted email offers a more professional appearance and several collaboration solutions that include task lists and calendars.

  1. Professional Collaboration

This type of service offers you more than just email, it also allows you to share documents, calendars, tasks and items that members of your team need to collaborate on. That makes you professional and organized.

Bottom Line

The specialized view panes of hosted email; the professional search features are tools that allow you to focus on tasks and communications and this makes you more professional. Customers contacts also note the difference as your communications with them is more effective, productive and on time.

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Email server for businesses: A Top Business Tech Tool

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You have to be using email for your business. No one can really do business any longer without emails, but are you still using the personal free email? This is that email address that really looks unprofessional and doesn’t offer you all the features you want? If you are, then stop. It’s time to really start using effective business email system like that of an exchange server.


What is a Microsoft Exchange Server?

This is a centralized email server for businesses that places everything in one area. All you need is access to Outlook and you have access to your email server for business. That means you can acces your email from anywhere in the world and on any computer. You just need an Internet connection.

What are the Advantages to Using an Email Server?

Email servers are an ideal solution for businesses or companies that support numerous emails. This gives you access to all of the email from one location and it saves an enormous amount of bandwidth. And your email server is always backed up and kept secure from one centralized location that you control, something that is impossible when you use free email service providers like Yahoo and Gmail.


What are The Disadvantages of Using an Exchange Email Server?

Microsoft Exchange is the most popular business email software, and if you use Outlook then you can access the data from just about anywhere, so long as you have a laptop, a phone, or a tablet. But the problem is you have to purchase and maintain an exchange server, which can cost more than $ 20,000. This just isn’t a viable alternative for small businesses.

What is an Affordable Solution?

The best way to get the functionality of an email server for your business, without spending so much on an exchange server, is to get a hosted email solution. What does that cost? Well, that gives you the same functionality of a full email server. You just share the space with other businesses, so the hosting company can give you Microsoft Exchange email server benefits all for about the cost of $ 5 to $ 10.

What Can You Get for That Price?

Well, so long as you have Outlook, once you find a hosted email server you can get the following intuitive and easy to use advantages.

  • Improved customer communications, allowing you to track information sent back and forth between you, your customer and your team members.
  • Search tools that allow you to search for email messages.
  • Access to calendars, documents and tasks that cam be collaborated on between your team members.

So for the price of a cup of coffee you can have all of the features

Although these features are more than those offered in Outlook, users access them through the outlook on their device, computer or laptop, no matter where they are located. There are other tools that allow you to quickly mark, prioritize and select email.

For businesses that received hundreds of emails a day this can enhance performance, allowing you and other users to free up their time for core business activities.

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