Outdated email systems drain your budget, put data at risk, and make collaboration harder. Exchange Online offers a smarter, safer way forward – without the hidden costs. 

Ask yourself this: When was the last time you really thought about your company email? 

I don’t mean, “Someone really needs to tell Brian from accounts what ‘Reply All’ means…”. I mean the engine behind it all – the infrastructure that delivers, stores, secures, and governs the one of the core tools your people use all day, every day. 

If your answer is “Is this something I need to think about?”, then we need to talk. Because sticking with the old way could be costing you more than you realise – in money, in time, and in peace of mind. 

Let’s look at this clearly. 

1. On-prem or traditional email hosting is the past – and the past wasn’t cheap

Some businesses still run their own email servers. Others pay for basic hosting that does the bare minimum. 

Both groups think they’re saving money. 

They’re not. 

They’re paying to maintain hardware, licensing, security patches, backups, disaster recovery plans (which may or may not work), and the salary of someone constantly fiddling with it all. 

Then there’s the risk. What happens when it breaks? Or when the cybercriminals come knocking (and they will). 

Microsoft Exchange Online doesn’t come with those headaches. It just works. Automatically. Reliably. And at a fixed, predictable cost. 

No servers. No faff. No panicked calls to IT at 2am. 

2. It’s not just email – it’s a complete business tool

Here’s something many people don’t realise: Exchange Online isn’t just a place to send and receive messages. It’s the foundation for how your people collaborate. 

It integrates with Teams, calendars, files, OneNote, bookings – all the tools your teams are already using, or should be. 

No more clunky file attachments or “Sorry, I was left out of the loop” emails. Everyone’s connected, everyone’s on the same page. 

If you’re running an older setup, you’re not just using outdated tech – you’re holding your people back. 

3. Security isn’t a feature – it’s a necessity

Email is the front door to your business. And guess what? It’s also the easiest way in for someone who wants to steal your data or money. 

With Exchange Online, you get: 

• Anti-phishing and anti-malware protection 

• Encryption for sensitive content 

• Multi-factor authentication 

• Built-in compliance features for regulations like GDPR 

Now here’s where it gets even more interesting… 

4. Exchange Online can enforce endpoint compliance

It’s 2025. Your employees probably work from home, coffee shops, trains, maybe even planes – and not always on company-owned devices. This “work anywhere” approach is great for productivity, but not so great for security. 

When people are logging in from all different devices on all types of networks, your business data is potentially floating around on devices and systems you don’t control. And that’s a risk you can’t afford to ignore. 

Here’s the good news: 

When Exchange Online is paired with Microsoft Endpoint Manager and Conditional Access, it becomes a powerful gatekeeper. 

You can: 

• Block access from jailbroken or non-compliant devices 

• Allow email only on managed, secure phones and laptops 

• Protect sensitive business data – whether someone’s on a company device or their own 

In plain English: your people stay productive wherever they are – but only on terms you control. No more crossing fingers and hoping someone hasn’t forwarded a client file to their Hotmail account. 

This isn’t a nice-to-have. It’s essential if you’re dealing with hybrid work, BYOD, or any business with more than two offices and a Wi-Fi password. 

5. It grows with you – without the growing pains

Need to add five people? Or fifty? Exchange Online scales instantly. No servers. No upgrades. No drama. 

You don’t need to “rebuild the email system” every time your business expands. Just add users and carry on. 

So, why are you still waiting?

Look, if your current system works – fine. But “it works” doesn’t mean “it’s good.” 

It just means it hasn’t failed yet. 

You wouldn’t run your payroll on Windows 95. You wouldn’t write contracts with a typewriter. So why treat email like it’s 2007? 

Exchange Online is modern, secure, and flexible. It’s not about email – it’s about business continuity, compliance, and giving your people the tools they need to work better, faster and more safely. 

At the 848 Group, we’ve helped businesses of all shapes and sizes move to Exchange Online. We know how to do it without disrupting your teams, and we’ll make sure it’s set up properly – with the compliance and controls you need. 

If you’re curious, or even just quietly unsure whether you’re getting the most from what you’ve got, get in touch. We’ll give you a straight answer. 

Because email should be working for your business – not the other way round. 

Ready to take the next step? Speak to the experts at the 848 Group. We’ll help you move, secure, and optimise your email – properly.