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Comparison: Microsoft Exchange Vs. Outlook

Microsoft Exchange vs Outlook: why you need M365’s email app

In the business world, email is still the primary form of communication. That is why having a good email client is essential for any company. From organizing internal messages to liaising with stakeholders and clients, an organization without a solid email solution is disadvantaged.

Microsoft Outlook (or Outlook for short) is a powerful email application that can help you manage your communications more effectively. Outlook offers a variety of features that can help you stay organized and connected to your customers, partners, and employees. 

But, before embarking on your Microsoft journey, it is essential to clarify that Microsoft Outlook and Exchange are two different solutions.

What is Microsoft Outlook?

Outlook is an email software solution developed by Microsoft that allows you to store and access emails, contacts, and calendar information. Included in the Microsoft 365 suite—a set of productivity applications businesses use to streamline their operations and improve the efficiency of their staff—Outlook is available for both desktop computers and mobile devices.

Outlook gives users the ability to:

  • Compose, edit, send, and receive emails.
  • Organize correspondences into folders.
  • Search for specific emails.
  • Manage calendars and schedules by creating and organizing tasks.
  • Maintain and manage internal and external connections.

According to a recent study, poor communication from employees within management positions results in workplace burnout and job dissatisfaction. Choosing the right email program can help you support your staff and maintain critical relationships, increasing your business’s productivity and the potential for unlocking new opportunities.

What is Microsoft Exchange?

Microsoft Exchange is an email server. It is the solution that enables Microsoft’s email software, ensuring that Outlook is able to function according to your company’s needs.

Exchange is available in two forms:

  • Microsoft Exchange Server: Installed onto and hosted by on-site systems. Exchange Server runs specifically on Windows operating systems.
  • Microsoft Exchange Online: The cloud-based version of Exchange, leveraging the Internet for easier access and scalability.

Businesses that capitalize on Exchange gain the advantage of being connected to their email software 24/7/365. While it might not seem like an enormous deal, it can be a significant benefit if your employees are constantly on the go. 

Exchange allows you to take advantage of 50 GB to 100 GB of storage for your mailbox, depending on your company’s Microsoft 365 subscription. You can access your email from your devices anytime and anywhere, ensuring you and your staff are reachable by customers and crucial personnel.

What is the main difference between Outlook and Exchange?

While they sound virtually the same, there is a difference between Outlook and Exchange—their nature and intent. Outlook is Microsoft’s email program, supplying users with an interface to write, send, and receive emails. Exchange is the platform that provides Outlook with the necessary resources to perform its functions.

It can be easy to mistake Outlook and Exchange for being the same solution, particularly when you place them side by side. Nonetheless, they provide your business with email functionality and keep you connected with your team and customers. 

Why are Microsoft’s email services vital for business and professional communication?

Emails are one of the most effective ways to communicate with colleagues and clients. They enable you to share information, coordinate projects, and exchange ideas quickly and efficiently. 

While solutions such as Microsoft Teams can fully support organizations’ communication and collaboration efforts, emails provide you with a unique set of benefits that make them irreplaceable in the grand scheme of your company.

Outlook emails offer:

  • A catalog of correspondences that document past conversations and their contents.
  • Trackable messages that help you keep track of external and internal exchanges.
  • Professional communication solutions to establish customer loyalty from the beginning.
  • Promotes consistency amongst correspondences.
  • Contributions to your company’s brand by serving as a responsive extension of your business’s website and culture. 

Comprehensive business communication can make a world of difference for companies of all sizes. In the workplace, miscommunication can damage your reputation, lead to unproductive conflict, and cause employees and prospective customers to lose trust in your business. 

By investing in innovative communication solutions such as Microsoft’s email software, your company can avoid pitfalls and develop a more robust network.   

Leverage Microsoft’s email platforms and improve your business’s communications

Outlook and Exchange work together to provide your organization with communication and collaboration tools, allowing you to stay connected with co-workers, clients, and partners through highly secure email channels. These avenues are essential for your company’s success, allowing you to receive critical information faster and collaborate efficiently for more effective decision-making and partnership management.

The Microsoft consultants at Skynet MTS are experts in Microsoft’s email services and how they can be used to grow your business and secure more customers. Whether you are interested in general consulting services or want to inquire about the specifics of Outlook’s capabilities, talk to the Skynet MTS team so they can provide you with the expertise you need to successfully implement Microsoft’s email solutions into your organization and increase your revenue. 

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