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Everything You Always Wanted to Know About…Licensing MailStore Server – Part One

wordcloud-license-enOur customer service employees are happy to answer your questions about our licensing model each day. Existing and potential customers ask us a variety of questions that we would like to address in a three-part series of blog entries. Our licensing model expert is Anna Godesberg, Key Account Manager at MailStore for MailStore Server customers. Below, Anna has listed the some of the questions that she is asked most frequently. Part One of this series covers basic questions about licensing:

How is MailStore Server licensed, and how many licenses do I need?

MailStore Server is licensed per user, and price categories are on a sliding scale. The minimum order quantity is five licenses including update and support service for one year. A MailStore user is defined as each person in your company whose emails need to be archived. A user license must be purchased for each user whose emails will be archived and/or who will be given access to the archive. Multiple mailboxes can be assigned to a single user. In most cases, the number of licenses is the same as the number of employees who send and receive emails.

Do I need an additional license for public folders?

In theory, public folders can be archived without an additional license. For example, the admin archive can be specified as the target archive, and users can be granted read access to the admin archive. However, this would make all subfolders of the admin archive visible to all users. If you would prefer a more granular assignment of authorizations to the individual subfolders, you would need a separate MailStore user for each ‘authorization group.’ You could then archive the public subfolders to the individual users in said group and assign rights to this archive. In this case, you would need an additional license for each authorization group.

Is the admin included in the number of users?

The admin does not have to be taken into account when calculating the number of licenses required for MailStore Server.

Our company employs a large number of interns and doctoral students, which means we have a high turnover. Do we need to re-license every time we replace an employee?

No, you can transfer the licenses from former employees to their successors. When you delete a user, the emails that have been archived for that user are retained. The corresponding user archive, including all emails, remains available in MailStore and can be viewed by the administrator, for example. When a user is deleted, their user license is released again, even though the deleted user’s archive is retained. This license can then be used to create a new user.

Can I add users easily, and is the support period adjusted?

Yes, additional licenses can be purchased at any time in bundles of five licenses or more if the service agreement for the installation in question is still valid. The price is calculated based on the total number of licenses. The service agreement period is adjusted to reflect the service life of the main installation. Please note this when purchasing additional licenses, as it may be advisable to extend the service agreement before adding new users.


We have also answered additional questions in the FAQ section of our website.

If you have any questions about prices or special offers, please contact: [email protected]

norberto fernandez waisman
09/03/2021, 20:45

I have a small company with 1 only email adress, we use a pop up account and emails are downloaded in a PC with outlook.
I woulr like that 3 other PC (users) are able to search, send and receive emails from this unique adress.
Is it possible?
Norberto Fernandez

Roland Latzel
09/03/2021, 20:48

MailStore Server is an email archiving solution, so users won’t be able to send emails from MailStore Server. But you can probably use a shared mailbox, depending on your email provider. Please open a ticket with our technical support team, as they will evaluate your needs: [email protected]

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