If you work in a small and medium-sized business (SMB), there’s a good chance you’re sending, receiving email and sharing contacts/tasks/calendars on a hosted exchange or Webmail-powered email hosting solution. But what are the differences between hosted exchange and webmail, and which is the best option for your business?
Most SMBs typically don’t have the time, a large IT budget, or technical staff to implement and maintain a complete in-house email server infrastructure. Other factors, such as cost, are often the main reasons why Exchange or Webmail email hosting is becoming more and more popular. By using hosted exchange or webmail from an email hosting provider, your business does not need physical internal email servers on site.
Hosted Exchange is sometimes also called Exchange hosting and typically runs on a Microsoft Exchange back-end server. By using an email hosting provider, you have peace of mind knowing that your email system is always secure, supported, and up and running. Using the services of a top-tier email hosting provider also comes with high reliability and performance, plus 24/7/365 management and support. To summarize, the main difference between hosted exchange and Webmail email hosting is that:
1. Webmail is a cheap version of email hosting and
2. With Webmail, you use a web browser to send, receive, and check emails, ie you will need Internet access to use Webmail.
Hosted Exchange
The hosted exchange is based on the latest Microsoft exchange server with Microsoft Outlook as its client. With Outlook you can do more than send and receive email, you can share calendars, folders and contacts. Outlook is available for desktop, browser, and mobile access so you’re always connected whether you’re in the office, on the road, or working from home. You always connect to the same exchange server; therefore, your inbox always stays in sync in near real time, no matter which Outlook client you’re using.
In a hosted exchange environment, the hosting provider owns and is responsible for the data center, network, devices, operating system, and application infrastructure components. In short, the hosting provider is responsible for providing a stable operating environment for each application used. Your own IT organization manages the applications and maintains full control over the application infrastructure and business process. Unlike internal on-site email servers, you must provide maintenance and have anti-virus subscription and security update updates. You will need to buy a new server about every 5 years and you will have slow access from outside the office. You should also invest in server hardware, server software licenses, business sharing software, and Blackberry server software. Finally, you will need to hire a consultant to install the software and perform maintenance/updates. Having a hosted exchange solution means you don’t have to pay for expensive in-house servers, software licenses, hire IT staff to install and maintain infrastructure, or be responsible for a 24/7 infrastructure.
webmail
Webmail gives you “anywhere, anytime” emails, calendars, contacts, and task lists. It’s meant to be just as powerful as a desktop client, like Outlook. The only limitation is that what you need is a web browser and an Internet connection. You can access email from Outlook, BlackBerry, Webmail or any other email client or wireless device without any maintenance on your part. Webmail email hosting is an inexpensive email hosting solution, but it nonetheless offers great functionality for small businesses. A webmail service removes the complexities of installing and maintaining an in-house email solution while offering the latest anti-spam, antivirus, and security technologies. Webmail is an email hosting solution that is perfect for businesses that have somewhat limited internal budgets for IT expenses, limited IT resources to support an email environment, and businesses that need the latest spam and virus protection.
Hosted Exchange or Webmail: Which is Better for You?
What are the main differences between hosted exchange and webmail? In short, the hosted exchange is a more sophisticated solution with more sharing options and is more widely implemented; on the other hand, Webmail is gaining market share, it is easily accessible and of course a cheaper solution than hosted exchange. Below is a brief explanation of what the differences are, in terms of ability to share contacts, tasks, and calendar, between hosted exchange and Webmail email hosting.
share contacts
Shared contacts are usually available with the hosted sharing option. Other users can be granted access to edit your contacts. In general, there is no possibility to share contacts with the Webmail option. Other users cannot have access to edit your contacts.
Share tasks
You can usually share tasks between users with hosted sharing. You have the ability to assign a task to other users. You can select the users you want to invite and automatically see the best times to meet. Collaboration on tasks between users is not usually available with the Webmail option. You can’t assign a task to someone else, and you must manually find everyone’s schedule before agreeing to schedule a meeting.
Share calendar
Exchange generally allows you to delegate read/write capabilities with the hosted exchange option, ie you can have an attendee create events for you. Events can have different statuses and colors on your calendar (ie out of office, on vacation, business, etc.). Delegation capabilities cannot be granted to other users with the Webmail option, so your attendee cannot create events for you. Only read access can be given. Event categories are not available (personal, out of office, on vacation, etc.) and all calendar events are displayed in the same color.
