Top 5 Best Email Archiving Solutions for Businesses in 2024

Summary: Archiving emails refers to the process of moving or storing emails from an active mailbox to a separate, designated location for long-term preservation or future reference. If you are looking for a solution to email archives and are confused about selecting the best solution, then this guide is the best solution for you. In this smart guide, we have shortlisted the best Email Archiving Solutions for companies, businesses, and organizations and compare key features. We also mention the pros and cons, so it makes it easy to find the right solution. Read each solution and select the best one to fulfil your requirements. Download Now Purchase Now

Why Should We Need to Archive Emails?

Email archiving software is a tool that helps businesses and individuals manage and store important emails in a secure and organized manner. It provides a centralized location for all emails, allowing users to search and retrieve messages when needed quickly. Email archiving software also helps protect sensitive data by encrypting emails and storing them securely. Here are several reasons to export complete mailboxes along with attachments: requirements, freeing up storage space, improved organization, backup, management, enhanced security, etc. Now, let’s find out why we should use personal email archive software.

• It can help businesses comply with industry regulations and legal requirements that mandate the retention of email records for a specific period of time.
• It provides an additional layer of security by protecting emails from unauthorized access, deletion, or modification.
• It can help users save time and improve productivity by providing quick and easy access to past emails, reducing the need to search through multiple folders or inboxes manually.
• It can help businesses reduce storage costs by storing emails in a centralized, compressed format, freeing up valuable space on their servers.

After understanding the need, let’s now find out the top email archiving solutions with pros and cons.

05 Best Email Archiving Solutions- A Clear Guide

• Aryson Email Archiving Software
• Mimecast Cloud Archive Solution
• Barracuda Email Archive Tool
• Microsoft Exchange Online Archiving Solution
• Proofpoint Archive Service

Aryson Email Archiving Software

The Aryson Email Archiving Software is highly scalable, with fast performance and maximized availability and uptime. This risk-free solution offers the ability to archive various email clients in different email and file formats. This email archiving tool allows us to archive emails and other data from Web or cloud-based email clients, including Yahoo Mail, G Suite, Gmail, AOL, and many more, into multiple email file formats, document file formats, image file formats, and others. Moreover, it allows you to export complete mailboxes along with attachments or without attachments.

Pros:

1. It allows users to save the attachments in a separate folder while saving them in PDF format.
2. It provides an option to delete emails from the server after archiving.
3. This tool offers to keep attachments in different folders in PDF format.
4. It can archive emails by a specific date range (Start or End Date).
5. Provides an easy-to-understand user interface, so everyone can use this best email archiving software without technical knowledge.
6. It allows users to download the best email archiving solution software for free to evaluate its performance.

Cons:

• The demo version is only able to archive 50 items per folder.

Mimecast Cloud Archive Solution

Mimecast is one of the best email archiving solutions that supports email and Microsoft Teams data. It’s a leading email security and compliance supplier, providing threat protection, security training, and data storage solutions to customers globally. This best cloud email archiving allows scalability, rapid performance, and powerful search capabilities while archiving important emails and Microsoft Teams data. It proactively monitors compliance concerns and guarantees data integrity and regulatory compliance. For businesses looking for a simple, safe solution that integrates with their email security infrastructure, Mimecast is perfect.

Pros:

1. Secure cloud-based archiving for email and Microsoft Teams data.
2. Highly scalable with fast performance and reliable uptime.
3. Comprehensive search tools for quick data retrieval and recovery.
4. Robust security features to reduce risks and ensure compliance.
5. Integrated email and team archiving solution for seamless management and supervision.

Cons:

• Its user interface will be difficult to open for non-technical users.
• It does not offer separate previews for each piece of data with attachments.
• The attachments cannot be saved in a different document folder.

Barracuda Email Archive Tool

Barracuda’s Cloud Archiving Service allows organizations to store and handle emails effectively. It offers complete storage for Microsoft 365 emails, advanced e-discovery features, and easy search capabilities. Users can access their archived emails anytime, and the solution integrates seamlessly with Microsoft 365. It is part of Barracuda Email Protection, providing a comprehensive email security and archiving solution for organizations using Microsoft 365.

Pros:

1. Automatic archiving with no storage limits for Microsoft 365 emails.
2. Comprehensive e-Discovery features for quick and easy email searches.
3. Role-based archive access and legal hold options are available for compliance needs.
4. User-friendly access to archived emails via the M365 plugin from any device.
5. Integrated email protection and archiving solution for enhanced security and backup.

Cons:

• It doesn’t provide other email management tools (like spam protection).
• It can export data slowly if users have a huge amount of data.
• Only a 14-day free trial version is available to users.

Microsoft Exchange Online Archiving Solution

A cloud-based email archiving solution that integrates smoothly with Microsoft 365 is Microsoft Exchange Online Archiving. It works well with Microsoft systems and is simple to deploy. Users may define retention settings, recover deleted emails, and see archived emails within Outlook. The service provides legal hold, e-discovery, encryption, and compliance auditing functions. For businesses utilizing Microsoft 365 that want email archiving but do not have complicated compliance requirements, it is an affordable alternative.

Pros:

1. Seamless integration with Microsoft 365 for easy deployment.
2. User-friendly access and search for archived emails within Outlook.
3. Robust compliance features like retention policies and legal hold.
4. Cost-effective solution without the need for third-party investments.
5. Efficient administration with comprehensive search and audit capabilities.

Cons:

• It can only work with companies using Microsoft Exchange Server.
• Because of its complex interface and range of features, this tool may be challenging for inexperienced users to use.
• Setting up a large amount of data can take a lot of time and effort.

Proofpoint Archive Service

Proofpoint is a great service that stores important emails, different types of data, and social media content. Administrators can create specific rules to follow regulations in other areas, and the archive is safe and easy to use. Users can quickly search for information, manage their data, and save or download it. The system has a modern interface for understanding data better, helps with legal requirements, and gives detailed reports. Proofpoint Archive is a complete tool for storing data and following rules in big companies.

Pros:

1. It combines email archives and security into one package.
2. It offers URL validation to help stop phishing attempts.
3. It’s easy to store and journal emails from Microsoft 365.
4. Its robust and dependable archiving is extremely affordable.

Cons:

• It has limited functionality, and audit data isn’t readily available
• It’s not suitable for Google Workspace.
• Technical knowledge is required to understand the functions accurately.
• This software can be used for free for thirty days only.

Conclusion

In our detailed discussion, we have reviewed some of the best email archiving solutions for storing important emails. Each piece of software has been looked at with its strengths and weaknesses to help you compare its performance and benefits, which allows you to select the most suitable tool based on your specific needs. This blog only discusses tried and tested archiving solutions that will enable you to download demo versions to assess and choose the one that best fits your requirements. If you have any questions, feel free to ask us via live chat.

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