{"id":3266,"date":"2022-08-08T13:15:28","date_gmt":"2022-08-08T10:15:28","guid":{"rendered":"https:\/\/mailsafi.com\/blog\/?p=3266"},"modified":"2022-08-08T13:17:42","modified_gmt":"2022-08-08T10:17:42","slug":"on-premise-email-vs-cloud-email-hosting","status":"publish","type":"post","link":"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/","title":{"rendered":"4 Questions to Ask Yourself Before Moving from an On-Premise Email Server to the Cloud"},"content":{"rendered":"\n<p>Many businesses today subscribe to cloud-based email hosting solutions, given the popularity and simplicity of that model. However, there are still several companies that still have on-premise email server(s) (<em>sometimes called self-hosted mail servers<\/em>).<\/p>\n\n\n\n<p>You may have an on-premise email server, and at some point (probably now!), you may find yourself in a predicament and begin considering moving your email service to the cloud. Should you?<\/p>\n\n\n\n<p>Well, frankly, every business is different, so there isn\u2019t a right or wrong answer to this question. However, there are a few considerations that can help you decide whether to move email from on-premise to the cloud. <\/p>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button aligncenter is-style-fill\"><a class=\"wp-block-button__link has-vivid-red-background-color has-background\" href=\"https:\/\/www.mailsafi.com\/contact-us\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Get in touch for a quote for an on-premise mail server<\/strong><\/a><\/div>\n<\/div>\n\n\n\n<p><\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_49 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"ez-toc-toggle-icon-1\"><label for=\"item-69e3409b218b4\" aria-label=\"Table of Content\"><span style=\"display: flex;align-items: center;width: 35px;height: 30px;justify-content: center;direction:ltr;\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/label><input  type=\"checkbox\" id=\"item-69e3409b218b4\"><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#What_to_Consider_Before_Moving_from_an_On-premise_Email_Server_to_the_Cloud\" title=\"What to Consider Before Moving from an On-premise Email Server to the Cloud\">What to Consider Before Moving from an On-premise Email Server to the Cloud<\/a><ul class='ez-toc-list-level-3'><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#1_Resiliency_and_redundancy\" title=\"1. Resiliency and redundancy\">1. Resiliency and redundancy<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#2_Hardware_software_and_licensing_costs\" title=\"2. Hardware, software and licensing costs\">2. Hardware, software and licensing costs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#3_%E2%80%9CHidden%E2%80%9D_operating_costs\" title=\"3. \u201cHidden\u201d operating costs&nbsp;\">3. \u201cHidden\u201d operating costs&nbsp;<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#4_Collaboration_Tools\" title=\"4. Collaboration Tools\">4. Collaboration Tools<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/#Conclusion\" title=\"Conclusion\">Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"What_to_Consider_Before_Moving_from_an_On-premise_Email_Server_to_the_Cloud\"><\/span>What to<strong> Consider Before Moving from an On-premise Email Server to the Cloud<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<h3 class=\"has-vivid-red-color has-text-color has-medium-font-size wp-block-heading\"><span class=\"ez-toc-section\" id=\"1_Resiliency_and_redundancy\"><\/span>1. <strong>Resiliency and redundancy<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p><strong><em>Ask yourself<\/em><\/strong><em>: Can my on-premise email server withstand a major operational upset, such as a widespread power outage? If not, what do I need &#8211; technology, budget, skills &#8211; to get it there?<\/em><\/p>\n\n\n\n<p><em>In comparison, does the cloud-based service I&#8217;m considering guarantee the uptime I require, even in cases of a similar event (e.g., widespread power outage, human error, natural disaster, etc.)?<\/em><\/p>\n\n\n\n<p>In short, consider your email system\u2019s ability to withstand disruptive operational problems. Do you have adequate redundancy to ensure appropriate failover should there be an interruption to the primary email system?<\/p>\n\n\n\n<h3 class=\"has-vivid-red-color has-text-color has-medium-font-size wp-block-heading\"><span class=\"ez-toc-section\" id=\"2_Hardware_software_and_licensing_costs\"><\/span><strong>2. Hardware, software and licensing costs<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p><strong><em>Ask yourself:<\/em><\/strong><em> How many people in my company need access to email? What are the estimated hardware, software and licensing costs for an on-premise email server for the next 5 to 10 years?<\/em><\/p>\n\n\n\n<p><em>Similarly, for email on the cloud, what\u2019s the estimated subscription cost for all users for the next 5 to 10 years?<\/em><\/p>\n\n\n\n<p>Ordinarily, on-premise email server hardware can be pricey, and they typically have a 3- to 5-year lifecycle. When analyzing the costs of on-premise email, remember that email servers will have to be upgraded or replaced every few years. This expense should be estimated for the long term. Cloud email is subscription based. Rather than paying higher upfront charges to get started, businesses pay smaller amounts spread out monthly or annually. Cloud-based service providers upgrade software as needed, with no additional cost to users or businesses.<\/p>\n\n\n\n<div class=\"wp-block-image is-style-default\"><figure class=\"aligncenter is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/mailsafi.com\/blog\/wp-content\/uploads\/2022\/08\/money-bag-with-pile-coins-bills-cash_24877-63660.jpg\" alt=\"Money bag with pile coins and bills cash\" width=\"141\" height=\"157\"\/><\/figure><\/div>\n\n\n\n<h3 class=\"has-vivid-red-color has-text-color has-medium-font-size wp-block-heading\"><span class=\"ez-toc-section\" id=\"3_%E2%80%9CHidden%E2%80%9D_operating_costs\"><\/span>3.<strong> \u201cHidden\u201d operating costs&nbsp;<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p><strong><em>Ask yourself:<\/em><\/strong><em> How much is being spent \u2014 and will be spent in the coming years \u2014 on unseen operating costs like electricity, internet and staff to operate on-premise email servers?<\/em><\/p>\n\n\n\n<p>With on-premise servers, it is important to take into account the unseen or hidden operating costs. These include things like:<\/p>\n\n\n\n<ul><li>The cost of electricity that will power the email servers<\/li><li>Cost of backup internet connection for redundancy<\/li><li>Cost of hiring and maintaining skilled staff to maintain and manage your mail server in-house.<\/li><li>Depreciating or dead assets<\/li><li>The additional cost of investing in a spam filtering service<\/li><\/ul>\n\n\n\n<p>When these \u201chidden\u201d operating costs are added to the costs outlined in point two above (<em>hardware, software and licensing costs<\/em>), what are the total costs to host email on-premise? How does this total cost compare to the total subscription cost of a cloud-based email service?<\/p>\n\n\n\n<h3 class=\"has-vivid-red-color has-text-color has-medium-font-size wp-block-heading\"><span class=\"ez-toc-section\" id=\"4_Collaboration_Tools\"><\/span><strong>4. Collaboration Tools<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p><strong><em>Ask yourself:<\/em><\/strong><em> Other than business email, do we need collaboration tools (Word processors, spreadsheet software, presentation software, video and call conferencing software, cloud storage) now or in the near future? If so, what would it cost to purchase this software and\/or licenses and install it on each user&#8217;s PC, if email is hosted on-premise?<\/em><\/p>\n\n\n\n<p><em>If the cloud-based email service offers collaboration tools as add-ons, what would it cost to include these tools in our email subscriptions?<\/em><\/p>\n\n\n\n<p>Most businesses need more than just an email service to operate effectively. If email is being hosted on-premise, this means you may also need to purchase \u2014 upfront \u2014 software for word processing, spreadsheets, presentations and possibly other programs. Some cloud email services, however, offer options for collaboration tools in email subscriptions.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button aligncenter is-style-fill\"><a class=\"wp-block-button__link has-vivid-red-background-color has-background\" href=\"https:\/\/www.mailsafi.com\/business-email-hosting\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Sign up for MailSafi cloud-email hosting<\/strong><\/a><\/div>\n<\/div>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><strong>Conclusion<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>In conclusion, arriving at the decision of whether to move email from on-premise servers to the cloud requires you to consider what your business needs to operate efficiently, including the guarantee of the availability of the email service. It is also important to carry out a cost-benefit analysis, assessing the short-, medium- and long-term costs \u2013 both upfront and \u201chidden\u201d \u2013 for each scenario.<\/p>\n\n\n\n<p class=\"has-light-green-cyan-background-color has-background\"><a href=\"https:\/\/www.mailsafi.com\/business-email-hosting\" target=\"_blank\" rel=\"noreferrer noopener\">Get in touch with us<\/a> for a quote for an on-premise email server solution for your business, or<\/p>\n\n\n\n<p class=\"has-light-green-cyan-background-color has-background\"><a href=\"https:\/\/www.mailsafi.com\/get-quote\" target=\"_blank\" rel=\"noreferrer noopener\">Ask for a quote<\/a> for <a href=\"https:\/\/www.mailsafi.com\/business-email-hosting\" target=\"_blank\" rel=\"noreferrer noopener\">MailSafi cloud-based email &amp; collaboration<\/a> for your organization. Or simply sign up <a href=\"https:\/\/www.mailsafi.com\/business-email-hosting\" target=\"_blank\" rel=\"noreferrer noopener\">here. <\/a><\/p>\n<div class=\"pvc_clear\"><\/div><p id=\"pvc_stats_3266\" class=\"pvc_stats all  \" data-element-id=\"3266\" style=\"\"><i class=\"pvc-stats-icon large\" aria-hidden=\"true\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" version=\"1.0\" viewBox=\"0 0 502 315\" preserveAspectRatio=\"xMidYMid meet\"><g transform=\"translate(0,332) scale(0.1,-0.1)\" fill=\"\" stroke=\"none\"><path d=\"M2394 3279 l-29 -30 -3 -207 c-2 -182 0 -211 15 -242 39 -76 157 -76 196 0 15 31 17 60 15 243 l-3 209 -33 29 c-26 23 -41 29 -80 29 -41 0 -53 -5 -78 -31z\"\/><path d=\"M3085 3251 c-45 -19 -58 -50 -96 -229 -47 -217 -49 -260 -13 -295 52 -53 146 -42 177 20 16 31 87 366 87 410 0 70 -86 122 -155 94z\"\/><path d=\"M1751 3234 c-13 -9 -29 -31 -37 -50 -12 -29 -10 -49 21 -204 19 -94 39 -189 45 -210 14 -50 54 -80 110 -80 34 0 48 6 76 34 21 21 34 44 34 59 0 14 -18 113 -40 219 -37 178 -43 195 -70 221 -36 32 -101 37 -139 11z\"\/><path d=\"M1163 3073 c-36 -7 -73 -59 -73 -102 0 -56 133 -378 171 -413 34 -32 83 -37 129 -13 70 36 67 87 -16 290 -86 209 -89 214 -129 231 -35 14 -42 15 -82 7z\"\/><path d=\"M3689 3066 c-15 -9 -33 -30 -42 -48 -48 -103 -147 -355 -147 -375 0 -98 131 -148 192 -74 13 15 57 108 97 206 80 196 84 226 37 273 -30 30 -99 39 -137 18z\"\/><path d=\"M583 2784 c-38 -19 -67 -74 -58 -113 9 -42 211 -354 242 -373 16 -10 45 -18 66 -18 51 0 107 52 107 100 0 39 -1 41 -124 234 -80 126 -108 162 -133 173 -41 17 -61 16 -100 -3z\"\/><path d=\"M4250 2784 c-14 -9 -74 -91 -133 -183 -95 -150 -107 -173 -107 -213 0 -55 33 -94 87 -104 67 -13 90 8 211 198 130 202 137 225 78 284 -27 27 -42 34 -72 34 -22 0 -50 -8 -64 -16z\"\/><path d=\"M2275 2693 c-553 -48 -1095 -270 -1585 -649 -135 -104 -459 -423 -483 -476 -23 -49 -22 -139 2 -186 73 -142 361 -457 571 -626 285 -228 642 -407 990 -497 242 -63 336 -73 660 -74 310 0 370 5 595 52 535 111 1045 392 1455 803 122 121 250 273 275 326 19 41 19 137 0 174 -41 79 -309 363 -465 492 -447 370 -946 591 -1479 653 -113 14 -422 18 -536 8z m395 -428 c171 -34 330 -124 456 -258 112 -119 167 -219 211 -378 27 -96 24 -300 -5 -401 -72 -255 -236 -447 -474 -557 -132 -62 -201 -76 -368 -76 -167 0 -236 14 -368 76 -213 98 -373 271 -451 485 -162 444 86 934 547 1084 153 49 292 57 452 25z m909 -232 c222 -123 408 -262 593 -441 76 -74 138 -139 138 -144 0 -16 -233 -242 -330 -319 -155 -123 -309 -223 -461 -299 l-81 -41 32 46 c18 26 49 83 70 128 143 306 141 649 -6 957 -25 52 -61 116 -79 142 l-34 47 45 -20 c26 -10 76 -36 113 -56z m-2057 25 c-40 -58 -105 -190 -130 -263 -110 -324 -59 -707 132 -981 25 -35 42 -64 37 -64 -19 0 -241 119 -326 174 -188 122 -406 314 -532 468 l-58 71 108 103 c185 178 428 349 672 473 66 33 121 60 123 61 2 0 -10 -19 -26 -42z\"\/><path d=\"M2375 1950 c-198 -44 -350 -190 -395 -379 -18 -76 -8 -221 19 -290 114 -284 457 -406 731 -260 98 52 188 154 231 260 27 69 37 214 19 290 -38 163 -166 304 -326 360 -67 23 -215 33 -279 19z\"\/><\/g><\/svg><\/i> <img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" alt=\"Loading\" src=\"https:\/\/mailsafi.com\/blog\/wp-content\/plugins\/page-views-count\/ajax-loader-2x.gif\" border=0 \/><\/p><div class=\"pvc_clear\"><\/div>","protected":false},"excerpt":{"rendered":"<p>Many businesses today subscribe to cloud-based email hosting solutions, given the popularity and simplicity of that model. However, there are still several companies that still have on-premise email server(s) (sometimes called self-hosted mail servers). 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Here are four things you should consider.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/mailsafi.com\/blog\/on-premise-email-vs-cloud-email-hosting\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"On-premise email server vs. cloud hosted email | MailSafi\" \/>\n<meta property=\"og:description\" content=\"Are you wondering whether moving from on-premise email server to the cloud is best for your company? 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