Email - Office 365

Is your email set up to support the success of your business? 

Most people and organisations take email for granted these days. Email systems have evolved over the years but sometimes we are slow to adopt to the newer technologies which can cause problems. We run into companies everyday that are struggling with email. 

Many companies are still using POP and IMAP. Post Office Protocol (POP) standard has been used widely since it was introduced in 1984 and POP3 became the standard in 1988. IMAP was introduced shortly after and has become very popular as it gives more options for email functionality. 

Many medium to large companies could afford to buy, setup, and support Microsoft Exchange server which gives them a corporate level of email functionality. Small companies on the other hand are left with POP3/IMAP email due to the high cost of the Exchange server against the free or low cost of POP3/IMAP mailboxes. 

In 2008 Microsoft introduced “BPOS” which stood for Business Productivity Online Suite. This was essentially an online version of Exchange which clients paid per mailbox on a monthly or annual bases. This gave organisations of all sizes the opportunity to move to Microsoft Exchange without buying an email server. 

Microsoft has since released its successor, Office 365. Office 365 gives companies of all sizes access to previously enterprise-only technology for managing their email. Compared to the older POP3 and IMAP standards, Office 365 offers many benefits.

Here is a list of challenges we see with POP3 and IMAP:


  • various configuration details required
  • emails stored on each device available offline
  • manual configuration needed to be sure you will not lose your email if your computer fails
  • sent items/deleted items visible only on device used to send or delete email
  • no sync between devices (emails downloaded on each device are shown as new)
  • no contact, calendar, or data syncing
  • most of the suppliers don’t give support apart from setup
  • mail system is often kept with web hosting so if web server goes down email traffic is stopped as well
  • low level of mobile support