Email and collaboration software for servers covers mail and calendar servers, document-sharing platforms and the licences that go with them. It suits IT managers and small businesses that want to run messaging and teamwork tools on their own infrastructure. Everything in our range of over 370 products comes from Microsoft.
How to choose email and collaboration server software
Product type. Decide first whether you need email and calendars, document collaboration or both. Mail servers handle mailboxes, shared calendars and contacts, while collaboration platforms focus on team sites, document libraries and shared workflows.
Licence model. Server software is usually licensed twice: once for the server itself and once for the people or devices that connect to it, through client access licences (CALs). A user CAL suits staff who work from several devices, and a device CAL suits shared workstations used by several people. Count both before you order.
Version and compatibility. Check which version of the product your operating system and existing servers support. A newer release gets security updates for longer, but it may need a more recent Windows Server and updated client software. Upgrading an older mail server also needs a migration plan for existing mailboxes.
Edition and scale. Editions of the same product often differ in the features they include and the size of deployment they are meant for. A small office with a few dozen mailboxes rarely needs the same edition as a company with several sites. Look at database limits, high availability options and compliance features before you choose.
On-premises or cloud. Running software on your own server gives you control over data location, backups and configuration, but you are responsible for hardware, patching and security. If your team cannot maintain a server, a subscription service may suit you better. Our range is aimed at buyers who want the server-based route.
Brands we carry
- Microsoft: known for Exchange Server for email and calendars and SharePoint Server for document management and team sites, both designed to run alongside Windows Server and Active Directory.
Frequently asked questions
What is email and collaboration server software?
It is software installed on a company server that provides email, shared calendars, contacts and document collaboration to a team. Staff connect to it from desktop and mobile clients. The business keeps control of the server, its data and its security settings.
Do I need CALs as well as the server licence?
In most cases, yes. Microsoft server products such as Exchange Server and SharePoint Server normally require a server licence plus CALs for the users or devices that access them. Check the licensing terms of the exact product and version before you buy.
Can a small business use an on-premises mail server?
Yes, a small business can run its own mail server, provided someone looks after it. You will need suitable hardware, regular backups, security updates and spam protection. If nobody in the company can take that on, a hosted service may be easier to manage.
How do I know which version is right for me?
Choose the newest version that your server operating system, client software and existing infrastructure support. Check the system requirements and the support lifecycle for each release. Older versions may stop receiving security updates, which is a risk for a system that handles business email.
