Computers and Technology

4 Questions to Ask Before Moving From On-Premise Email Server To Cloud

Due to the popularity and ease of use of this approach, many businesses currently subscribe to cloud-based email hosting services. On-premise email servers are still used by a number of businesses, though (sometimes called self-hosted mail servers).

If you currently use an on-premise email server, you might find yourself in a sticky situation at some time (perhaps right now!) and start thinking about switching to a cloud-based email provider. You should.

In all honesty, there is no right or incorrect response to this question because every firm is unique. To assist you to choose whether to shift email from on-premises to the cloud, there are a few factors to consider.

What to Consider Before Moving from an On-premise Email Server to the Cloud

1. Resiliency and redundancy

Ask yourself: Can a significant operational disruption, such as a wide power outage, be handled by my on-premise email server? If not, what resources—technology, money, or expertise—must I have to get there?

Does the cloud-based service I’m thinking about, in contrast, guarantee the uptime I need, even in scenarios of a similar incident (such as a significant power loss, a human error, a natural disaster, etc.)?

Simply put, think about how resilient your email system is to disruptive operational issues. Do you have enough redundancy to enable proper failover in the event that the primary email system is disrupted?

2. Hardware, software & licensing costs

Ask yourself: How many employees in my organization require email access? How much will an on-premise email server cost in hardware, software, and licence in the next five to ten years?

What is the anticipated subscription cost for all users for the upcoming five to ten years for an email in the cloud?

Hardware for on-premise email servers is often expensive and has a 3- to 5-year lifespan. Keep in mind that upgrading or replacing email servers will be necessary every few years when estimating the price of on-premise email. Long-term estimates should be made for this expense. Cloud email is based on subscriptions. Businesses spread out their startup costs over a monthly or annual period rather than paying larger upfront fees.

As domain and email hosting workloads continue to increase across all industries, businesses are looking for solutions that are flexible and scalable. They want long-term success so they want a robust solution as they grow their business over time. Mailafi’s public cloud platform allows you to use the infrastructure of your choice while retaining control of your critical data and systems.

3. “Hidden” operating costs

Ask yourself: How much will be spent now and in the years to come on hidden running expenses like electricity, internet, and personnel to run on-premise email servers?

When using on-premise servers, it’s crucial to consider any unforeseen or concealed running expenses. These include items such as:

The price of the electricity used to run the email servers

Cost of a redundancy backup internet connection

Cost of employing and retaining qualified personnel to run and maintain your mail server internally.

dead or depreciating assets

The extra expense associated with using a spam filtering service

What are the total expenses to host email on-premise when these “hidden” running costs are added to the costs mentioned in point two above (hardware, software, and licencing charges)? What is the difference between this total cost and the total subscription fee for a cloud-based email service?

4. Collaboration Tools

Ask yourself: Do we require collaborative tools (word processors, spreadsheets, presentations, video, and phone conferencing software, cloud storage) today or in the near future in addition to corporate email? If this is the case, how much would it cost to buy the software and/or licences, install them on each user’s PC, and host the email on-premises?

What would it cost for us to integrate these features in our email subscriptions if the cloud-based email provider offers them as add-ons?

Most organizations require more than just email services to function properly. If email is being hosted on-premises, this implies you might also have to pay upfront for word processing, spreadsheets, presentations, and possibly other tools. However, some cloud email providers give subscribers the choice of subscribing to collaborative facilities.

All the traditional office applications – word processing, spreadsheets, presentations, and so on – are now part of your email. And as we know that this adds up to productivity and improves business processes, many organizations require more than just email services to function properly. If email is being hosted on-premises, this implies you might also have to pay upfront for word processing, spreadsheets, presentations, and possibly other tools.”


As a result, while deciding whether to shift email from on-premise servers to the cloud, you must take into account all the requirements your company has for effective operation, including the assurance of the email service’s availability. The short-, medium-, and long-term expenses – both up-front and “hidden” – for each scenario should be evaluated as part of a cost-benefit analysis.

Mailsafi’s free, easy-to-use service provides a simple and cost-effective solution for managing and deploying your email in the cloud. Mailsafi automates scalability, enabling you to easily scale your organization’s email storage and delivery needs with minimal effort. If needed, you can also retrieve stored emails from anywhere – including from home or while traveling – and send them off when they arrive.

About Mailsafi

MailSafi is the best email hosting provider and cloud email hosting solutions service provider. MailSafi provides professional email hosting, top-notch email services, and cloud email hosting solutions at a very affordable price. Moreover, our email service is a cloud-based hosting solution that helps you to provide world-class email services. We use the most modern technologies to offer reliable and secure email services, with proactive support against viruses, spam, and hackers

This post is published on Todaybizz

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