ExchangeHosted Microsoft Exchange Server

 

How Hosted Exchange Can Save You Time

Managing emails is one of the biggest productivity killers in the workplace today. Of course it needs to be done, but all too often it eats into time that could be spent actually performing tasks.

By making good use of the server based rules available when using a hosted Exchange mailbox, time spent managing communications can be dramatically limited, increasing the productivity of you and/or your employees.

What are server based rules?

Server based rules are actions taken by the server based on pre-defined conditions. These are distinguished from client based rules which are taken by the email client (Outlook, for example). 

For example, you could define a condition that any email received from the CEO of the company is automatically flagged as urgent or that any email containing the word 'sales' in its subject line is forwarded to the head of the sales department.

All server based rules continue to work without the need for the user to log in to their email client, so email management remains ongoing without any manual maintenance and applies to remotely accessed inboxes as well as Outlook.

The conditions and actions you can define are incredibly flexible, allowing a high proportion of inbox management tasks to be handled by the server before the message reaches the client.

In use

There are two broad approaches to using server based rules to increase employee productivity. The first is in removing inbox management tasks from the user, the second is to streamline email management across the board (using Transport Rules).

Examples of server based rules in removing inbox management from the user are (set at server level but created by individual users):

  • Flagging messages from a particular user or distribution list as 'urgent'
  • Forwarding emails from a particular sender into a created project folder. This practice allows you to stay on top of all communications when involved in multiple projects. Actions could also be taken based on keyworks in the message body.
  • Adding pre-set tags to emails from particular individuals, or containing certain word

Rules can also be implemented on an organisational scale to apply to all users, for example:

 

  • Appending a company disclaimer or communications policy to all emails sent to external recipients
  • Automatically forwarding messages with specified words in the subject line to relevant colleagues as well as their intended recipients
  • Blocking emails from pre-defined email addresses or containing particular phrases
  • To enforce company confidentiality policies, for example to block any messages that contain the word confidential. These emails could then be forwarded to the Security Officer or Human Resources.

Respectively, these two approaches allow users to spend less time managing their inboxes, and communication can be streamlined with universally applied policies.

Contact us now to discover how our Hosted Exchange services will save your business time.