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How archiving emails can ease the load on your Exchange Server

What to do when your Exchange Server is overloaded? Although the cost of storage has fallen continually and appreciably in recent years, many system administrators nonetheless allocate too little storage to the Exchange Server and therefore provide their users with only limited capacity.
As a general rule, as user numbers increase, so do the demands on the Exchange Server, resulting in the need for more efficient hardware and increasing the IT administrator’s workload.

To prevent the allocated capacity from being exhausted, it is important to keep an eye not only on the email messages stored centrally on the Exchange Server but also on the corresponding attachments. Sending an email with a very large attachment, possibly to several individuals simultaneously, can very quickly put a huge strain on the Exchange Server’s storage. Typical examples of large attachments include presentations, printouts, photos, image files, audio files, and videos.

So what is the best way to permanently reduce the load on the Exchange Server? Relief is available in the form of the email archiving solution MailStore Server, based on the following technology:

The IT administrator can set up mailbox archiving in MailStore Server so that emails, once successfully archived, are moved from the Exchange mailbox to the archive. So, for example, all emails that are more than 18 months old can be automatically deleted according to a rule-based process from the mailbox once they have been successfully archived and moved out to the archive. This frees up storage space in the Exchange Server mailboxes and helps to offload the Exchange Server itself. This function eliminates the need for mailbox quotas without restricting either the users or the IT administrator. With an add-in for Microsoft Outlook or via responsive Web Access, the software also allows users to conveniently access all their archived emails and attachments as before – without the help of an IT administrator.

In addition to email archiving, MailStore Server’s de-duplication functionality provides additional relief for the email infrastructure. It ensures that duplicate emails and attachments are stored only once in the archive, leading to a reduction in storage space of between 30 and 70 percent. What’s more, the interplay between the two functions helps to significantly reduce backup and restore times for both the Exchange Server itself and the archive.

IT administrators can also set up what are known as retention policies in MailStore Server that can help a company comply with legal requirements such as the EU General Data Protection Regulation (GDPR). Retention policies prevent emails from being deleted for a certain length of time, and then delete them automatically as an option. Emails are consequently stored in the archive only for as long as they are actually needed. A positive side-effect of this function is that it helps to restrict the uncontrolled proliferation of archive storage.

Don’t wait any longer to start saving time and storage capacity! Find out more about the MailStore Server archiving solution within a webinar or try MailStore Server free of charge in the 30-day trial version.