MailStore Cloud – the cloud-native email archiving solution is now available!

We are pleased to announce that MailStore Cloud, a cloud-native email archiving solution with proven MailStore quality, is now available.

What is MailStore Cloud?

MailStore Cloud is based on a cloud-native microservices architecture that can be scaled flexibly and is available as a pure cloud service. MailStore Cloud is ideal for companies with up to 500 employees that do not have or do not want to use their own IT infrastructure to operate an email archiving solution.

MailStore Cloud is provided and managed by OpenText in a data center in Germany. Users do not incur any costs for IT infrastructure to provide and manage the software.

A particularly convenient feature is that product updates are regularly implemented in the background, eliminating the need to download and install new product versions.

The email archiving solution stores tamper-proof copies of all emails in a central archive for any length of time. Data silos are now a thing of the past. Emails that have already been archived can be deleted from the email server to save storage space. The self-service function for employees, combined with a comprehensive search function, allows access to archived emails at any time and reduces the workload for IT administrators.

Comprehensive synchronization options for archiving emails and creating users, as well as flexible access controls to the archive through the assignment of user rights via groups, form the foundation for easy administration of MailStore Cloud. In addition, installation wizards (for Microsoft 365 and IMAP) ensure quick setup of the software.

MailStore Cloud is compatible with all common email systems and, when used properly, the GDPR and IDW PS 880 (GoBD) certified software helps to implement certain requirements for data protection and the storage of business-critical email data.

MailStore Cloud features at a glance

MailStore Cloud not only impresses with many features already familiar from MailStore Server, but also with some interesting new additions.

Supported email systems and MailStore Cloud setup

MailStore Cloud supports all common email systems, such as Microsoft 365 (Exchange Online), Microsoft Exchange Server (on-premises), Google Workspace, and IMAP and POP3 servers. Thanks to the installation wizards developed for MailStore Cloud (for M365 and IMAP), the archiving solution can be set up quickly and intuitively and is ready for use in just a few minutes.

User management and access to MailStore Cloud

Users can be synchronized via various directory services (Entra ID (Microsoft 365), Active Directory (Exchange), LDAP (generic)). Synchronization with multiple servers is also possible.

Access to the archive mailboxes for the synchronized users and groups can be flexibly controlled by assigning specific roles (administrator, auditor, compliance user, archive user) and rights.

MailStore Cloud login is performed using multi-factor authentication (single sign-on for M365 and Google Workspace is also possible) either via a web browser (for administrators and users) or via the web-based Outlook add-in (usable in Outlook NEW and Outlook classic).

Archiving methods and compliance features

MailStore Cloud also impresses with its archiving methods.

In addition to archiving individual or multiple mailboxes (IMAP, POP3, EWS, API), shared mailboxes and group mailboxes can also be archived. Furthermore, MailStore Cloud also enables journal archiving (SMTP), which is so important for compliance issues. Optionally, the folder structure can also be synchronized here.

There are also several other features that play an important role in compliance. These include flexible retention policies and the ability to delete individual emails after a certain period of time.

The comprehensive search function, which is available to every user, also offers great added value. Thanks to the complete indexing of email subject lines, content, and attachments, the archive can be searched for a specific email or attachment, regardless of whether the search criteria are the sender/recipient, the subject line, individual keywords or phrases, attachment content or attachment file names, or even a full-text search.

This not only reduces the workload for IT administrators, as user requests for a specific email in the archive become obsolete, but the comprehensive search function also helps in eDiscovery scenarios and in the event of audits.

In the latter case, the legal hold function (deletion protection), adjustable access permissions (auditor or compliance role), and comprehensive auditing logs are particularly important, as they ensure that all user actions are logged in a legally compliant manner and can be reviewed by auditors.

Provided by OpenText

MailStore Cloud is provided by OpenText in an ISO-certified hyperscale data center in Germany. This means that companies do not need their own IT infrastructure to use MailStore Cloud. OpenText is also responsible for maintaining the product. In addition, MailStore Cloud users benefit from automatic updates to new product versions as soon as they become available. MailStore Cloud and the archived data can be accessed 24/7/365, with 99.9% availability.

MailStore Cloud is GDPR and IDW PS 880 certified

MailStore Cloud has been audited and certified by an independent IT auditor and data privacy expert.

The first audit is based on the auditing standards of the Institute of Public Auditors in Germany (IDW) “Issuing and Using Software Certificates” (IDW PS 880). The certification takes into account all aspects of the principles of proper accounting (GoBD) relating to archiving. The requirements applicable in Austria and Switzerland were also considered in the certification. The certificate proves that MailStore Cloud enables GoBD-compliant email archiving.

The second certification takes into account all relevant aspects of the General Data Protection Regulation (GDPR) and ensures that MailStore Cloud, when used properly, enables the processing of personal data in accordance with the GDPR in a manner that satisfies data protection requirements.

Flexible licensing model

The MailStore Cloud starter package includes 5 user licenses with 10 GB of storage and 5 archive mailboxes per user license, meaning that a total of 25 mailboxes can be archived with the starter package. MailStore Cloud is flexibly scalable. Additional user licenses or storage (in 10 GB steps) can be added at any time. User licenses and additional storage are available in no time. Billing is monthly based on user licenses and additional storage purchased.

Availability & Trial License

MailStore Cloud is initially available in the DACH region through our long-standing distribution partner ELOVADE. Outside the DACH region, other channel partners of MailStore Software GmbH are available as sources of supply. Please contact uns for further advice.

MailStore Cloud can be tested through the respective sales partners. To do so, please contact your dedicated representative.