Email Hosting Services

  We offer a range of email hosting and related services designed to support businesses in managing their primary communication tool. Our goal is to enhance how you interact with clients and streamline your operations.

Microsoft 365 (M365)

  We provide comprehensive services for hosting email on Microsoft 365 (M365). Whether you need to manage an existing M365 setup or establish a new one, we handle everything from domain integration to user support across various devices, including computers, mobile phones, and tablets.

  • In hybrid environments, we facilitate seamless connectivity between your existing Active Directory Domain and M365, allowing users to access their accounts effortlessly.

  • We offer a full suite of services to manage your Microsoft 365 environment, covering both operational and security aspects.

  • Microsoft Entra Connect Setup: We assist in setting up Microsoft Entra Connect (formerly Azure Active Directory Connect), enabling seamless integration between your on-premises Active Directory and Microsoft Entra ID (formerly Azure Active Directory).

  • Upgrade to Microsoft Entra Connect: Our team provides upgrade services from Azure Active Directory Connect to Microsoft Entra Connect, ensuring secure and efficient synchronization with Microsoft Entra ID.

  • Security Management for Microsoft 365: We review and manage your Microsoft 365 instance from a security standpoint, safeguarding it against both internal and external threats.

  • Conditional Access Policy Management: We assess and optimize Conditional Access policies within Microsoft Entra ID to enhance security across both Microsoft 365 and Microsoft Entra ID.

  • Licensing Support: We offer Microsoft 365 and Microsoft Entra ID licenses through the Microsoft Cloud Service Provider program, ensuring all your licensing needs are met.

  • Hybrid Exchange Server Management: We manage on-premises hybrid Exchange server setups and provide guidance on whether to retire or retain your on-premises Exchange server, while maintaining support for Active Directory synchronization with Microsoft Entra ID.

  • We provide backup services for Microsoft 365 including Office, Teams and SharePoint to your office location, private cloud or data center.

Google Workspace

  Our Google Workspace services include setting up new email hosting or managing existing setups. Google Workspace is optimized for the Chrome browser and integrates well with Android and iOS devices, ensuring a smooth experience across platforms.

Migration Services

  We specialize in migrating email services across different platforms. Whether you're moving from an on-premise email system to a public provider (M365, Google Workspace) or between public email providers, we handle it all. We can also support migrations from public email systems back to on-premise or privately hosted solutions if needed.

Legacy Mail System Support

  We offer support for legacy mail systems such as older Exchange servers, IBM Domino, Imail, and Icewarp, as well as mail transfer agents like Sendmail, Postfix, and Exim. We assist with maintaining these systems until they can be upgraded or migrated to modern, secure software and infrastructure.

Mail System Security Posture Review

  Our team reviews and enhances your mail system’s security posture. We assess DNS settings for SPF, DKIM, and DMARC to control spam, spoofing, and phishing. We recommend implementing Multi-Factor Authentication (MFA) for accessing mailboxes, whether in-office or remote. Additionally, we fine-tune email system settings to lock down access and disable unnecessary or insecure services.

Single Sign-On (SSO)

  We enable Single Sign-On (SSO) for accessing external email systems using credentials from your Active Directory. This is particularly useful for organizations with generic mailbox access that needs to be restricted based on location. Both M365 and Google Workspace support SSO via SAML (Security Assertion Markup Language) through an identity provider (IdP).

Mail Relay Servers

  Our services include designing and operating mail relay servers for both internal and external use. Internal mail relay servers handle email for devices that cannot authenticate, such as copiers, printers, and IoT devices. We also configure relay servers for high-volume email dispatch from business applications, ensuring minimal impact on application infrastructure. Additionally, our relay servers can manage high volumes of inbound email, queueing and processing them before final delivery.

Mobile Device Management

  We offer Mobile Device Management (MDM) services for devices connected to your email systems (M365 and Google Workspace). Our MDM solutions, which can be native to the platforms or customized based on your needs, simplify the onboarding and offboarding process, and ensure compliance with company policies.

Email Archival Systems

  We build and manage email archival systems, either hosted in the public or private cloud. Archival solutions can be tailored to your storage needs, accommodating emails from M365, Google Workspace, and Microsoft Exchange.

Inbound and Outbound Email Filtering

  Our email filtering services protect against spam, spoofing, phishing, and malware. We offer filtering for both inbound and outbound emails, with daily reports on quarantined messages and a web portal for managing whitelists and blacklists. Outbound email filtering also provides visibility and control over potentially malicious email activity.

Marketing Email

  We consult on best practices for protecting your primary email domains during marketing campaigns, whether using campaign providers like SendGrid and Mailchimp or dedicated mail relay servers.

Email Relay Server Services – Operational and Marketing

The setup and management of dedicated Email Relay Servers, each optimized for different functions within the organization: one for business operational emails and one for marketing emails. This dual-server approach is designed to ensure clear separation of operational and marketing communications, enhancing deliverability and security for both.

This service is offered only after a review and verification of the organisation and email domain reputation review.

1. Operational Email Relay Server

The Operational Email Relay Server will handle all essential, transactional communications directly related to business operations. This server will operate exclusively with the organization’s primary domain name and will be dedicated to emails that require high reliability and a strong focus on deliverability.

  • Key Uses:
  • - User Account Setup and Management: Sending welcome emails, onboarding information, and account-related updates.
  • - Service Expiration Notifications: Notifying users of upcoming service expirations and providing renewal options.
  • - Password Resets: Handling secure password reset requests to maintain user account security.
  • Benefits:
  • - Dedicated IP Address: By using a dedicated IP, operational emails are less likely to be affected by the reputational risks associated with marketing communications.
  • - Sender Reputation: Emails sent from the operational server will represent a reliable, trusted source, helping to ensure inbox placement and user trust.
  • - Deliverability Enhancements: Email domain verification and authorization protocols like SPF, DKIM, and DMARC will be implemented to authenticate email sources, reduce the chance of phishing, and improve overall deliverability to recipients' inboxes.

2. Marketing Email Relay Server

The Marketing Email Relay Server is tailored to support marketing efforts, sending promotional content and service updates to customers who have opted in. This server will work with a domain name adjacent to the primary domain, helping to clearly separate marketing messages from essential business communications.

  • Key Uses:
  • - Promotions and Upselling: Send targeted promotional emails, including upselling and cross-selling of additional services.
  • - Customer Engagement: Reach out to customers who have previously acquired services from the organization and opted into receiving marketing updates.
  • Benefits:
  • - Dedicated IP Address: A separate IP will prevent marketing activities from affecting the deliverability of critical operational emails.
  • - Opt-Out and Blacklisting Control: Recipients can unsubscribe or blacklist the marketing domain if they choose to stop receiving promotional emails, maintaining a clean marketing email list and minimizing potential complaints.
  • - Compliance: All marketing emails will include an unsubscribe link, enabling immediate removal from the marketing list to ensure compliance with anti-spam regulations.

3. Deliverability and Security Enhancements

To ensure high deliverability and reduce the risk of emails landing in spam folders, both servers will implement email domain verification and authorization protocols:

  • - SPF (Sender Policy Framework): Identifies authorized senders for each domain, preventing unauthorized users from sending emails on behalf of your organization.
  • - DKIM (DomainKeys Identified Mail): Authenticates the email content by adding a digital signature to outgoing messages.
  • - DMARC (Domain-based Message Authentication, Reporting & Conformance): Provides visibility into email channels, blocks unauthorized senders, and improves deliverability by enforcing alignment between SPF and DKIM.

These configurations will enhance security and improve the likelihood that emails reach intended recipients’ inboxes.

4. Separation of Operational and Marketing Emails

To avoid any overlap between operational and marketing communications, the email systems will be configured with strict segmentation:

  • - Dedicated IPs and Domain Segregation: Each server will have its own IP address and associated domain (primary domain for operational emails and adjacent domain for marketing emails).
  • - Application Integration: The organization’s application or system will need to explicitly address each email relay server independently in the code. This ensures that emails are routed through the correct server for each type of communication, preventing cross-pollination and maintaining clarity for recipients.

Summary

This dedicated approach to email relay management will provide a robust, secure, and effective framework for handling both operational and marketing communications. By segmenting each function to its own server and applying industry-standard authentication protocols, this solution ensures enhanced deliverability, minimized risk of blacklisting, and a clear line between business-critical and promotional emails.

Our team is committed to implementing and maintaining these systems to uphold your organization’s communication standards and safeguard your email reputation.

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