Hosted Exchange vs on-prem Exchange Server

Hi,

 I have SBS2011/Exchange 2010 on a physical server.
 I am considering Hosted Exchange service and like to hear about Pros and Cons from those who migrated to it.
 
 1. I know mailbox size limitation is 50GB in hosted exchange service. Email archive service is available, but cost extra. On-prem exchange, I know I can let mailbox size grow beyond 50GB.
 2. How does "Setting up Forwarding account to an external email address" work in hosted exchange service? In On-prem exchange, I can create a separate contact person so that incoming email to certain mailbox is forwarded to external email address at no additional cost.
 3. I know that perhaps biggest benefit of hosted exchange is that you don't have to worry about exchange database corruption/repair situation which is overwhelming and time-consuming. I am curious if you don't run into any mailbox or exchange database corruption or problems in hosted exchange environment.
 4. In on-prem exchange, I am free to add or delete user mailbox anytime and anywhere without having to pay for them.
 5. Finally if I decide to keep on-prem exchange service, is there a benefit to upgrade to newer version like Exchange 2016 rather than using Exchagne 2010?
 

 Thanks for your insight in advance.
LVL 1
sgleeAsked:
Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Dr. KlahnPrincipal Software EngineerCommented:
If you host at a hosting company or a "co-location" service, some of your outgoing email will be rejected.

This is because of the vast amount of spam emanating from hosting IP blocks such as Microsoft Azure, Google and Amazon rent-a-servers.  Spammers rent a server for a month, blacken that entire IP block's reputation, then dump the server and leave the ISP with an IP block banned everywhere for spam.  Along comes the next client, finds out that they have a dirty IP block causing their email to be rejected and there's very little they can do because they signed a contract and there was no clause that guaranteed a "reputable" IP address.

Because of that, many MTAs reject email emanating from server blocks simply on the basis that they're rent-a-server blocks and there's a high probability of email emanating from those blocks to be spam.
0

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
sgleeAuthor Commented:
@Dr. Klahn
Are you against hosted exchange service due to "because of the vast amount of spam emanating from hosting IP blocks such as Microsoft Azure, Google and Amazon rent-a-servers"?
0
Tom CieslikIT EngineerCommented:
1. Yes you can but you must edit registry entries manually or by GPO
2. Same you can do on hosting server
3.Yes, and backup, which is very time and resources consuming, but you're limited with migration options and search is working slower
4.Yes, on hosted is depends on contract you have, some companies are selling packages so price is the same from 1-10 mailboxes, then from 10-50,,,, etc. In this situation you can also do what you can on premises - but only if you have administrative access to Exchange. In many circumstances you must put request to Exchange Admin because you can;t do it for yourself.
5. It's many benefits. One of benefit is that new Exchange is more stable ale powerschell command can do much more, is faster and you can decide about much more administrative thinks, but you must maintain backup which is very expensive and time consuming.
0
Ultimate Tool Kit for Technology Solution Provider

Broken down into practical pointers and step-by-step instructions, the IT Service Excellence Tool Kit delivers expert advice for technology solution providers. Get your free copy now.

pgm554Commented:
I have customers that do both.
As pointed out blacklists are common with hosted Exchange and funny things happen when you overseas when using M$ hosted email.
China and Germany have issues with blocking hosted Exchange services.

There are still a lot of things that don't work as well as they should on a hosted Exchange plan,but you get what you pay for.

As for SBS 2011 and Exchange 2010,you have unlimited mailboxes as the license is just paper.

Bear in mind once your data is in the cloud ,it's not yours anymore.
0
sgleeAuthor Commented:
@Tom
(1) Does "Setting up Forwarding account to an external email address"  constitute another mailbox; therefore, cost extra money?
(2) "you're limited with migration options" --> What do you mean by that?
(3) "search is working slower" -->  In hosted exchange setting, you will maintain local copy in OST format. I wonder why search would be slower since the data file (OST) is in the C drive.
(4) "but you must maintain backup which is very expensive and time consuming." -->All you have to do is to perform Window Server Backup on to external USB drive or NAS system. Why is it expensive? What do you mean by time consuming with respect to backup?
0
sgleeAuthor Commented:
@PGM
(1) "China and Germany have issues with blocking hosted Exchange services" --> Chinese can't even run MS One Drive. They are hostile to Bill Gates or Bill Gates is refusing to meet the demands from Chinese government.

(2) "blacklists are common with hosted Exchange" --> This is a big problem. I am glad that I am learning this.

(3) "There are still a lot of things that don't work as well as they should on a hosted Exchange plan,but you get what you pay for." --> can you give me an example?
0
Tom CieslikIT EngineerCommented:
@sglee

1. No, contact is not an mailbox.
2. If you'll decide go back to on premises
3. Theoretically you're right but I've observer on few my clients who moved to hosted exchange that search is working much slower
4. Did you ever try to restore one single email using Windows Backup ? I had bad experience with that that's why I'm using backup to tape for full backup, not NAS, NAS only for incremental and I'm using software with granular recovery option. In Windows Backup i think you must recover whole storage then copy over email manually, I believe there is no straight-forward option to recover single email from Windows Backup
0
Davis McCarnOwnerCommented:
3. Read the EULA (End User License Agreement) very (!!!) carefully.  Most of the hosted services limit your recourse so that, if the entire enterprise disappears entirely, you're scr*wed and have no legal right to sue them for damages.  And, do you really want to trust your life's blood to the cloud?

Twice, in 2017, Microsoft's own Outlook.com servers have decided they could not trust each other with the end result being that emails using that service fell into a black hole and never came out.  Worse, the sender never gets a failed delivery message because M$ own servers of that same lack of trust.
0
sgleeAuthor Commented:
@Tom
"4: I had bad experience with that that's why I'm using backup to tape for full backup, not NAS, NAS only for incremental and I'm using software with granular recovery option. In Windows Backup i think you must recover whole storage then copy over email manually, I believe there is no straight-forward option to recover single email from Windows Backup" - I hear you. I agree that Restoring a mailbox from Windows Server Backup is a monumental task (Restore/Dirty shutdown to Clean shutdown state, Mount to Recovery Database, making sure to have enough space on the hard drive .. etc). I run, along with Windows Server Backup, Symantec BackupExec that allows you to restore a single email item in a user mailbox. It is nice, but backup takes hours.
0
sgleeAuthor Commented:
@Davis McCarn
"if the entire enterprise disappears entirely, you're scr*wed and have no legal right" --> It is good to know.
"Twice, in 2017, Microsoft's own Outlook.com servers have decided they could not trust each other with the end result being that emails using that service fell into a black hole" --> This is not good.

I guess there is no perfect situation after all. You just have to weight pros and cons and make the decision.
0
Tom CieslikIT EngineerCommented:
Yes, but as long as incremental backup is talking under 10 hours so can be done over night that's fine (for me)

I did recovery task few times and recovery is taking a minutes :)
0
sgleeAuthor Commented:
@Tom
" incremental backup is talking under 10 hour" --> I am just curious ... are you using USB 3.0 external USB Drive? What is the size of the backup?
0
Tom CieslikIT EngineerCommented:
I have NAS connected via Network
My incremental backup is taking approximately 5 hours - 240GB with verify
Is backuping DC, Exchange, SQL and 5 virtual machines
0
sgleeAuthor Commented:
@Tom
" limited with migration options If you'll decide go back to on premises" --> If you were using hosted exchange service and like to go back to on-prem, then can't you create PST out of OST on each computer and import that into on-prem exchange mailbox account either thru Outlook client or Exchange shell command?
0
sgleeAuthor Commented:
How does backup/restore work on hosted exchange service?
Is that an extra cost to have exchange server backup? What is the process of restoring mailbox information?
In on-prem situation, you can go back to virtually any previous date and restore person's mailbox or a specific folder in the mailbox and does not cost extra money.
0
Tom CieslikIT EngineerCommented:
If you were using hosted exchange service and like to go back to on-prem, then can't you create PST out of OST on each computer and import that into on-prem exchange mailbox

Yes you can but this will be a hell of the job if you will have a lot of mailboxes, that's why I've said Limited

How does backup/restore work on hosted exchange service?

It's always depend on service, If you're hosting a place with your own virtual servers like AWS, or other Online service then your are limited to options.

You can schedule an Exchange server backup using Windows’ Backup utility, but there are a few limitations:

You can back-up the Exchange server database.
You can only restore the full Exchange server database.
You can’t restore individual user mailboxes
You cannot restore individual mails

Also you must use Microsoft Backup Utility and You're not able to install any 3rd party backup software.
You can do Online (with active Exchange ) or Passive (with Offline Exchange) Backup.

Good article about Exchange backup on AWS implementation you can find here

https://n2ws.com/blog/how-to-backup-an-ms-exchange-server-hosted-on-the-aws-cloud-part-1.html
0
sgleeAuthor Commented:
@Tom
 Thank you for the information and I appreciate it.
0
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Exchange

From novice to tech pro — start learning today.

Question has a verified solution.

Are you are experiencing a similar issue? Get a personalized answer when you ask a related question.

Have a better answer? Share it in a comment.