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What is Microsoft Exchange?

With hybrid working becoming the new norm in the last few years, it’s crucial to be able to access your work, including your email, from anywhere. Microsoft Exchange makes this possible. In this article, we’ll dive into what Microsoft Exchange is, how it works, and its benefits.  

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What is Microsoft Exchange?

Microsoft Exchange is a protocol that connects to a mail server via a set of predefined rules. You can use your device (PC or mobile) to connect to this mail server via Exchange to view your email, calendar and contacts. It doesn’t matter which device you use or where you are. Microsoft Exchange therefore fits in perfectly with hybrid working – you are no longer dependent on a device or location. 

Microsoft Exchange vs. Outlook

You might be wondering if Microsoft Exchange is the same thing as Outlook. The answer is simply no, they are different. Microsoft Exchange is a protocol that manages your email, calendar, and contacts, while Outlook is an email programme through which you can set up Exchange to manage your email, calendar, and contacts. 

How does Microsoft Exchange work?

Learning the difference between the various existing email protocols will help you better understand how Microsoft Exchange works. 


When your email programme uses POP, emails are stored on your computer from the server meaning there is no copy left on the server. If your computer breaks or you’re hacked, this often means you will lose all your emails. 


With IMAP, your emails are stored on the provider’s server, not on your computer, so you receive a copy on your device. If you delete an email or a folder, it is also deleted on the server. Should something go wrong with your device, you can still access your data on another device because IMAP synchronises it. 


Exchange from Microsoft works the same as IMAP. Whereas IMAP only synchronises mail, Exchange ensures that you can also access your calendar and contacts on any device. In addition, you don’t have to set anything up, which also makes emailing with Exchange more user-friendly. 

If you’d like more details, read our article on the difference between POP3 and IMAP.

What can you do with Microsoft Exchange?

With Microsoft Exchange, you can mail securely and efficiently. Since your mail, calendar and contacts are stored in the cloud, you can access data anytime and anywhere, whether you’re working from home or checking mail on your phone on your way to a customer.  

With Exchange, you never lose data, as you can still access your mail if something goes wrong with your device.  

Benefits of Microsoft Exchange at one.com

If you’re interested in Microsoft Exchange, we offer it through the following plans: 

  1. Exchange Online
  2. Microsoft 365 Business Basic
  3. Microsoft 365 Business Standard

3 handy, standard features

The 3 plans above include the following features: 

1. Own mailbox, calendar and contacts list

Microsoft Exchange is a powerful, ad-free tool. With your own Microsoft Exchange account, you easily email your contacts. In addition, the web version of Outlook allows you to easily manage your mailbox, shared calendar, and contact list.  

Automatic synchronisation also occurs between devices and email programmes so that you can access your data anytime and anywhere. 

Did you know you can easily add hotel bookings and flights to your Outlook calendar? You’ll never forget an appointment again.

2. 50 GB of storage

A second handy feature within Microsoft Exchange is the 50 GB of storage. This allows you to store up to 50 GB of email storage, helping you keep all your important data in one place. 

3. Free ‘Backup and Restore’ and spam filter

Finally, you have the free Backup and Restore function at your disposal. This gives you a backup of your Microsoft Exchange mail. It backs up your data every night, with access to the last 30 days. You also have anti-malware and anti-spam filters, making you less likely to receive unwanted emails. 

More functions with Microsoft 365

With the plans Microsoft 365 Business Basic and Business Standard, you have other functionalities at your disposal besides Exchange to make your work even more efficient.  

1. Easy collaboration

Thanks to the familiar Microsoft 365 apps, you can more efficiently work together with colleagues. You can easily share files from Outlook, Word, Excel and PowerPoint, among others. You can also work on files simultaneously or consult in an online meeting via Teams. Depending on your plan, you can use the apps online or offline on up to 5 devices. 

2. Safe in the cloud

In addition, files are safely stored in the cloud. You receive 1 TB of OneDrive storage, including security features for remote work. You manage this in SharePoint.  

Do I need Microsoft Exchange?

You may now be wondering which plan is best to choose. To help, we’ve outlined three different situations and the best plan for each.  

1. I want to mail professionally

If you only want an email solution to mail professionally via your browser, choose this plan from Microsoft: Exchange Online. 

2. I want to email and work online

If you want to get in touch with your contacts professionally and work online via your browser or mobile app, it might be Microsoft 365 Business Basic that fits you best. 

3. I want to email and work online and offline

If you want to mail professionally and have access to Microsoft 365 apps both online and offline, then choose Microsoft 365 Business Standard. 

How can I migrate to Microsoft Exchange?

If you have email hosting from one.com, you can easily migrate to Microsoft Exchange Online. During the upgrade, your data is automatically migrated to your new service.  

Do you still need to become a one.com customer? You can order one of our Microsoft plans on our website. 

How much does Microsoft Exchange cost?

The cost depends on the provider and which plan you purchase. At one.com, you pay from € 5, – per month to use Exchange from Microsoft. 

If you’d like to try out Exchange before purchase, you can try Microsoft Exchange free for 30 days with the Microsoft 365 Business Standard plan. You can cancel at any time within 30 days. If you decide to keep using Exchange, the paid subscription will start automatically after 30 days. 

Get professional with a business e-mail address

Mail professionally to all your contacts using your domain.

Buy now
  • Get access from anywhere, anytime
  • Spam and virus protection
  • Mail with your domain
  • Own webmail
  • 24/7 support
  • Ad-free