Exchange ASP Frequently Asked Questions

What version of Exchange do you run?

We run Microsoft Exchange 2000, Service Pack 3, running on Windows 2000 Advanced Server, Service Pack 3 and additional pre-Service Pack 4 hotfixes.  We keep all of our servers up-to-date with the latest security patches and fixes.  With this, we still have achieved over 99.9% uptime, although we only absolutely guarantee 99.5% (through our standard SLA).  We can guarantee 99.9% if a dedicated server option is chosen.

Administration

Ø      Provider or user administration?

Ø      If user, is there a web-based interface?

Ø      Can non-Exchange user entries be added to the global address list? How?

We have a web interface available for doing 80% of the administrative tasks you would need (adding, deleting, changing mailboxes, aliases, mailbox size limits and forwarding).  For a few advanced tasks, there is a request form you fill out and can usually handle the request the same business day.

The online admin tool includes adding “contacts” (non-exchange entries) and other features such as resetting passwords and unlocking accounts.

Network related

Ø      Is your system able to function transparently using email forwarding from our existing email system?

This is something that primarily relies on your system.  We will setup a virtual Exchange organization that will be able to send and receive mail based on your specifications or needs.  If you enable forwarding, we just need to work out the email addresses required and configure them accordingly.

Ø      Accessible from behind a firewall?

Yes, by default.  We can work with whomever to configure the firewall if necessary.  Most firewalls block “incoming” traffic, and allow most “outgoing” traffic.  As long as your firewall allows outgoing traffic, no configuration is necessary.  Otherwise, we will give you the ports necessary to communicate through your firewall to our servers.

Ø      Compatible with Network Address Translation

Absolutely.  Most of our customers come through a firewall or SOHO router using NAT.

Ø      RAS/Dial-up access available

We recommend customers obtain a dial-up account through a national ISP and once connected, can access any of our resources.

Data

Ø      Quantity of disk space available for mailboxes?

We have disk space options of 25,50,100,150,200,250,300,400 and 500 through to 1GB.  More is available on a case-by-case basis.  If you go with a dedicated server, you have more flexibility in disk space usage.

Ø      Disk allocation

§         By group?

§         By user?

Initially, it is by user, but we are moving to a new pricing model by entire organization.  Basically, you allocate disk space by user, but we would allow you up to 100MB per user, averaged, and would be charged for anything over that average.  For example, if you had 10 users, they would be allowed 1 GB of mail (10x100), so if some used less, and others more, you would not be charged extra unless you go over the aggregate.

Ø      Cost & increment of additional space?

Our surcharge is $6.99/100MB/mo.  You may qualify for an additional discount because of volume.

Interfacing/Security?

Ø      Client/protocols

§         Outlook

§         POP3

§         OWA

Outlook 2000 or 2002, running in Exchange (Corporate/Workgroup) mode, does not send information clear-text.  It uses, by default, 40-bit encryption through a standard Windows service called RPC. 

POP3 does not provide any security by default.  For an additional fee, you can secure POP3 communications with an SSL certificate.

Outlook Web Access has a standard 128-bit SSL certificate to encrypt the logon and session.

Ø      Virus Scanning

Yes, through TrendMicro’s ScanMail for Exchange.  It has proven to be very reliable.

Ø      SPAM policy

We do not allow SPAM, however you may receive junk mail, as we do not filter messages.  If they know your exact email address, you will receive those messages.  We may implement key word filtering in the future to block “certain” emails.

Ø      Segregation from other companies/users?

Yes, you will not know or see any other users other than the people in your organization (and vice-versa).  If you would like a dedicated server, we offer that option.

Ø      Backups

Backups are done nightly, tapes rotated and stored off-site in a secure vault.

Ø      File/Folder restoration cost

There is no additional cost to retrieve deleted items.  We have a deleted item recovery window set to 7 days.  Items are “soft-deleted” for 7 days, then permanently purged from the system.  Since we only keep one week’s of rotated tapes, we would not be able to restore data older than one week.  If we need to recover single-mailbox data from tape, there is a charge of $75.00 per instance.

We only recover from tape if there is a problem with the server as a whole, and recovery from tape is the only option.

Ø      Wireless PDA/phone access

We have Mobile Information Server available, giving you Outlook Mobile Access (A wireless version of OWA for phones) and we support Active Sync, which is wirelessly synching your Windows CE (no Palm support) with your Outlook Mailbox.

In addition, we support Blackberry and Good RIM devices for wireless access to your Outlook Mailbox information.

Collaboration?

Ø      Calendar sharing

Ø      Shared folders

Ø      Document routing

As long as you are using Outlook in Exchange Mode, you can share any folder in your mailbox, or entire Mailbox.  This would include your Calendar, Contacts, Notes and other items.  Delegates you assign can also send mail on your behalf.  You will have one Public Folder by default (you can create additional ones) to store shared information, such as office documents.

We support a product called Calendware (http://www.calendware.com) for synchronizing a private calendar with another users calendar or public calendar.  You buy the licenses, but we will offer support.

We do not currently support document routing (i.e. a routing slip).  We could look into this for you if it was a high priority.

How long in business?

Utopia Systems, Inc. has been incorporated for over 2 years.  The partners are former-Microsoft employees and managed a consulting practice for over 6 years before building the hosting services business.  We are self-funded (no venture capital) and we don’t rely solely on hosting revenue for profitability.  Hence, we are financially sound.

How long hosting Exchange?

Over 20 months, right after Exchange Service Pack 1 was released.  Before this, the product was not completely suitable for hosting.

Final Comment

Because of our enterprise consulting background, we were able to build a system that is scalable to virtually any size.  As you grow, either in size or needs, we are able to grow with you.  In addition, the system we have built was using the specifications we would use when building a system for one of our large customers.  This includes security, reliability and performance.  Most other Exchange Hosting providers do not have this background.  They have a hosting background, and learned Exchange.  We have been working with Exchange for over 6 years (from the 1^st release in 1996) and designed it to work in an Internet setting and customizing it as needed for our clients.  With our Microsoft and business consulting background, we know we are the best provider available.  Everyone who is technical, on staff, has one kind of certification or another.