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Is It Worth Having Your Email Server On-Premises?

February 26, 2018 by Paul Schwegler

There’s not a business around who doesn’t use email on a daily basis. Whether for sending internal memos or communicating with clients and customers, email is a core necessity of any modern SMB. What many modern businesses are doing though, is dropping the in-house email server and moving to a cloud solution. Here’s why you should do the same.

Reduced network problems

Your network operates in a delicate balance, and when one piece breaks chaos soon follows. Connected systems and processes tend to fail, dropping productivity to flatline levels as all focus shifts away from normal activities. It becomes a mad scramble to get the network up again, especially the email servers. The last thing you want is for all your client/customer emails to bounce back! While it’s good to have confidence in your on-site administrator, the assumption that any crashes will always happen during business hours has caused many regrets and panicked phone calls that could be avoided. When you move to a cloud solution, you’re able to say goodbye to onsite servers and all the accompanying drama, making your remaining infrastructure easier to maintain.

Lower hardware and maintenance costs

Maintaining your exchange servers is no doubt costing a tidy sum from hardware repairs and license fees alone. Add in the cost of scaling your server to keep up with your business growth, and suddenly keeping your email in-house doesn’t make financial sense. Instead, consider what it would be like to have predictable costs for your email hosting that covers everything, including the latest technology and round the clock administration. Many solutions offer on-demand plans, so you only pay for the options you want.

You’re still in control

One of the main arguments for keeping your Exchange server is to make sure you have complete control over your email; you’re able to limit physical access, no 3rd party has access to your critical data, and you always know where your data is. While control may have been the deciding factor in the past, the fact is cloud solutions have evolved so much that these arguments are void. Physical security at one of Microsoft’s data farms, for example, goes far beyond that of your locked server room and digital access is strictly limited to those you specify.

Greater protections

Cloud solutions provide automatic protection against many threats, including fire, power outages, viruses and flood. While your own in-house server has anti-virus running and a backup plan, it’s still incredibly vulnerable. Backups get forgotten, virus definitions don’t get updated in time, and you’re very lucky if your own server can survive fire or flood intact. Moving your email hosting to a cloud solution removes all that risk, usually with an uptime guarantee that lets your business get on with essential tasks. As email is a critical tool for your business, isolating your systems from risk may be one of the best decisions you make all year.

We can help you with your email server needs, call us today at 515-422-1995.

Filed Under: Cloud, Tips Tagged With: cloud mail, hosted exchange, hosted mail, o365, office 365

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7 Bonuses for Small Business with Hosted Exchange

August 29, 2017 by Paul Schwegler

You’ve seen all the ads for Hosted Exchange services such as Office 365, Intermedia, or Rackspace.  You’ve probably even jumped online to see what all the fuss is about. But is Hosted Exchange a necessary upgrade for your small business? The answer is yes. It’s more than a refreshed set of tools, it’s an efficiency and productivity powerhouse. Here are 7 spot-on reasons why small business owners should upgrade now.

1. Data security is built in

Hosted Exchange was created with data security at its core. The built-in compliance and security protocols mean your cloud storage is safe, and you can control access so your valuable data remains exactly where you want it. Storing your mail data in the Exchange cloud keeps it safe in case of emergency.

2. Ditch the licensing drama

Software version differences can be a real nightmare in a small office. Not every system can do the same things, and half the time, they can’t even open the same files. It quickly becomes a hodge-podge of workarounds and lost time. Office 365 Apps as an Exchange add-on includes 5 licenses per user to all of your favorites Microsoft Office Apps with free upgrades for as long as your subscription persists.

3. Mail storage for real people

Not everyone lives in the land of inbox zero. In fact, most people tend to leave messages in their inbox forever. Occasionally we’ll do a quick clean up, but only when the alert comes in that the mailbox is full. Meanwhile, new emails from customers may be bouncing away with the old ‘mailbox full’ message. Eek! With hosted Exchange, your employees can communicate without worrying about storage space.

4. Better time management

Every person in your business is juggling meetings, emails and contacts – usually across multiple platforms. Hosted Exchange brings all those elements together, integrating seamlessly for more efficient time management. Contacts updated via mobile while offsite are automatically updated across all connected devices. Meetings scheduled in an email are added instantly to the calendar. You can even access files from any device, edit on the run and then back in the office, simply pick up where you left off.

5. Predictable costs

Forget about planning (and delaying) those costly upgrades. Hosted Exchange has small business covered. You can choose a plan based on your unique needs and change at any time. You can even add or decrease the number of users as you scale and streamline. It’s so easy to fit Hosted Exchange into your monthly budget while knowing you’ve got the very best and latest in small business software.

6. Work on the go

The days of fiddling with private network and security settings are over, thanks to hosted Exchange. You don’t even need any special IT skills or extra software. Users can now securely access their files from home, during their commute, or in meetings for on-the-fly impressive presentations. Got an internet connection? That’s all they’ll need to squeeze productivity out of every day.

7. Stay up and running with no downtime

A whopping 25% of small businesses shut down permanently after flood, fire, crash or cyber-attack. With hosted Exchange, all your data is stored in the cloud with built-in backups for redundancy. No matter what happens, your data will be there, letting you stay up and running – and always ahead of the pack.

If you are ready to take your business software to the next level, give us a call at 515-422-1995

Filed Under: Cloud, Tips Tagged With: hosted exchange, o365, Office, office 365

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Boost Your Email Impact With These Smart Strategies

August 14, 2017 by Paul Schwegler

Most small businesses rely on email as their preferred form of communication. Either internally or externally to clients, customers and suppliers, email is the go-to format we’d be lost without. Our love affair with it is no surprise – it’s quick, simple and provides a paper trail. But its convenience doesn’t always mean relaxed. In fact, poor email communication can hurt your reputation and cost you customers. Here’s how to be smart with your business email:

Get a better e-mail service: Too often I see companies using e-mail addresses from gmail, yahoo, or even aol.com. Custom domains (the part after the @) are so common these days, that many consumers will interpret this as less professional than it could be. I believe that one of the first things a business should do is establish a solid brand, and with that comes an appropriate domain name, website, and e-mail. Believe it or not, it does not cost very much to own the rights to a custom domain, on the order of $10-$20 annually. You can register it (or we can do it for you) through any number of domain registrars, but our favorite is namecheap.com. Once you have that custom domain, you can use it to create an e-mail address that represents what you want your clients to see like yourname@, sales@, help@, or anything really. Finally, you need to choose a host for your e-mail. The domain registrars will often offer cheap or even free basic e-mail. That could be enough for some people, but we recommend a much more robust technology called “Microsoft Exchange”. In years past you would need to purchase and maintain an expensive server to have Exchange email. But, these days you can purchase a ‘hosted exchange’ inbox on a per month basis, for relatively low cost. We currently charge about $15/mo for this service. Once you have this Exchange mailbox, you can enjoy the benefits of real-time synchronized email, calendar, and contacts between all of your devices, sharing with other members of your domain, and even spam filtering that is much more effective and secure than what you get with free services such as Gmail. 

Manage your inbox: Your inbox is only for items you still need to access. Once you’re finished with an email, you should delete it or archive it. If you were to imagine your inbox as physical letters, you’d never let it grow to a 6-foot high stack of chaos. Instead, you’d either throw them out or do the filing. It’s not hard to identify which ones to keep for reference, so create inbox folders to sort them accordingly. As emails arrive and are actioned, move them to the relevant folder or the delete bin. Certain email systems such as POP and IMAP can really choke when your inbox gets too large, so better systems such as Microsoft Exchange can really be a benefit here.

Write professional messages: Stepping across the line from casual to careless is easy if you skip the basic elements of good business writing. Grammar will always be important and the sentence structure of your language hasn’t changed. All email programs include a spell-checker, many of which draw attention to errors immediately, so there’s really no excuse. Typing in all CAPS is seen as yelling, and breaking your text into paragraphs makes your message so much more readable. One last thing before you click send, quickly glance over your email to make sure your tone is appropriate and no mistakes have snuck through.

Embrace the subject line: Many emails are missed because the subject line was empty or meant nothing to the receiver. Writing these attention-grabbing nuggets can be tricky, but if you simply summarize the message, you’ll do fine. Just remember to keep them under 5-8 words so they fit on mobile displays.

Be smart with attachments:  Keep attachments small – under 2MB – as they can clog up the email server. For larger attachments, share the file location as a link using cloud storage.  When you’re sent an attachment you’d like to keep, save the file and then delete the email. And as always, be careful with unexpected attachments, especially from unknown senders. It’s more important than ever to scan all attachments with an antivirus before opening. Here is another situation when Microsoft Exchange can really benefit you. With Exchange you usually have the ability to send and receive much larger attachments, and even have them scanned for viruses or suspicious attachments BEFORE they reach your computer.

Keep your CC/BCC under control: The carbon copy (CC) and blind carbon copy (BCC) let you send the email to additional stakeholders, more as an FYI than anything else. As a rule, use BCC if you’re using an email list or privacy is an issue. But before you add extra people to the email, make sure the email IS relevant to them. There’s nothing worse than being stuck in a pointless email chain!

Call us at  515-422-1995 for help with your business email.

Filed Under: Tips Tagged With: business, email, hosted exchange, spam

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