Outlook integration the key to robust email management

Close integration between a Cloud-based service and Microsoft Outlookhelps provide a rigorous and scalable email management system, freeing resources

Business needs

As Cloud-based archive solutions continue to evolve, a growing number of businesses are switching from the more expensive, traditional archiving methods. Cloud collaboration enables organisations to not only cut costs, but to free up company resources to undertake higher value tasks.End-users are increasingly IT savvy, and such collaborations serve to empower the employee with an ability to handle confidently the challenges of email storage management.

Business challenges

Businesses moving to an integrated cloudsolution are faced with a number of common challenges,most notably making the right technology choices, and meeting the myriad of privacy and compliance regulations.

On the other hand, swamping users with too many new interfaces can be intimidating, with some users railing against change a standard complaint.
For these reasons, choosing the right cloud email management solution means balancing robust enterprise features with an intuitive, streamlined user experience.

Technical challenges

A Cloud-delivered service promises to provide a more muscular system, although integration with existing internal systems is not ensured by all providers. For instance, some cloud suppliers make their systems available only via browsers, which means users are forced to switch between applications – from Outlook to a web browser – when searching for older emails.

This dichotomy between business needs and user demands provides a challenge for IT departments. The key is to identify a solution offering the right blend of control and user ‘freedom’and the right blend of capability; a servicethat is controlled from a central, web-based administration console, but whichgives the user the self-service tools that enable increased productivity.

An integrated solution

A tightly-integrated Outlook and cloud-based service should ensure simplified and secure email management, with functionality and security remaining intact even during unplanned outages. Further, security and privacy of data policies should be automatically enforced.
Intuitive features will allow end users – either in the office or on the go, and via multiple points of access – to search personal archives swiftly, coupled with an ability to retrievedeleted emails, all with no need for IT support.

In particular, it is worth discovering whether the cloud provider allows users to specify security settings per email, such as applying encryption to outgoing emails – as not all do.Chris Balmbro,IT Services & Support at Knight Frank, found a provider that does.

Mimecast Email Security is bringing additional security features to the end-user and we see this having huge potential for IT departments. With ever more importance being attached to data security, it will be great for our end users to be able to choose to encrypt their emails ad hoc…”
Balmbro added: “We also believe that allowing employees to check their own spam queues and release messages should they wish will mean fewer calls to our Service Desk team, helping to increase productivity both for our IT department and our end users.”

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