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MailStore Cloud

Email archiving in the cloud for small and medium-sized businesses

  • Available immediately, well-known MailStore quality
  • Subscription model on a monthly basis
  • Flexible scalable, for all common email systems
  • No hardware investments necessary

Please contact us to find out which partners offer MailStore Cloud.

Version 25.3

All new features in MailStore Cloud

Online Help

Instructions, manuals & tips

Support

Technical support for MailStore Cloud

Contact

You have Questions?

Your Benefits With MailStore Cloud

Provided and managed in a German data center by OpenText, there are no costs for hardware or software maintenance. The fast implementation, monthly subscription model and flexible scaling of licenses and storage space enable tailor-made email archiving solutions for small and medium-sized companies.
Available within a short time
Available within a short time
Setting up the archiving solution is quick and intuitive. MailStore Cloud is made available within a few minutes of purchase.
Legally compliant archiving
Legally compliant archiving
When used correctly, MailStore Cloud enables compliance with legal requirements for the storage of business-critical email data and certain requirements of the EU GDPR.
Maximum scalability + flexibility
Maximum scalability + flexibility
User licenses and storage capacity are booked via a web portal, billed on a monthly basis and can be expanded or reduced with immediate effect.
No hardware costs
No hardware costs
The archiving solution is hosted and operated by Opentext in a highly available, ISO-certified German data center, which is equipped with a disaster recovery function.
No maintenance costs
No maintenance costs
OpenText is responsible for maintaining the software and hardware. OpenText takes care of the availability of the solution and ensures uninterrupted operation.

Why Archive Emails?

Emails are not only an important means of communication, they’re also a comprehensive and valuable information resource for any company. Besides business correspondence, they can contain quotes, contracts, invoices and sales data, and even classified company information, such as data on internal work processes or financial data. Managing this information resource efficiently is an elementary component of any successful corporate strategy and one of the prime tasks of information management. This is where email archiving can provide valuable support in helping a company make the best use of the business-critical data contained in emails. Read our free Guide to Email Archiving to learn more.

Compliance features of MailStore Cloud

The comprehensive technology concept of MailStore Cloud helps companies to meet a growing number of compliance requirements and can also assist with eDiscovery scenarios.

Help with fulfilling GDPR obligations

MailStore Cloud is certified by independent data privacy experts according to the EU’s General Data Protection Regulation (GDPR). The software can help you meet obligations under the GDPR, among others, by defining sophisticated retention policies. You can request a copy of the official GDPR audit certificate from [email protected].

Comprehensive technology concept
  • Completeness through journaling
    MailStore Cloud enables the complete archiving of all emails in the company. For example, emails can be archived before they are even delivered to employees’ mailboxes.
  • Authentic archiving
    Archived emails match the original in every respect and, when required, can be restored from the archive without any loss of information.
  • Tamper-proof storage
    All archived emails are protected against unauthorized access and manipulation by strong encryption and digital signatures.
  • Retention policies
    By creating individual retention policies, administrators can retain full control over how long different types of emails are archived. For example, they can decide whether and, if so, when emails should be automatically deleted from the archive, thus complying with different statutory retention periods. Policies like these can also help a business comply with the EU’s General Data Protection Regulation (GDPR).
  • Legal hold
    While legal hold is activated, no emails can be deleted from the archive – irrespective of how other user rights or retention policies, etc. have been configured.
  • Logging
    Thanks to an integrated auditing function, MailStore Cloud can log specific changes and events as defined by the administrator.
  • Auditor access
    External auditors can be granted access to the archive via a special “Auditor” user type.

Archiving and Searching for Emails
  • Supported Email Systems: Microsoft 365 (Exchange Online), Microsoft Exchange Server, Google Workspace, Generic IMAP and POP3 Server
  • Archiving methods: Journaling (SMTP) incl. automatic mailbox synchronization incl. folders, archiving of single or multiple mailboxes (IMAP, POP3, EWS, API), shared and group mailboxes, removal of archived messages from mailboxes, non-delivery reports, deduplication
  • Retention Policies: Flexible policies for retaining and removing individual emails by date, sender, recipient, subject, keywords, legal-hold function (delete protection)
  • Search, eDiscovery: Simple and advanced search functions for each user, full indexing of emails incl. subject lines, content and attachments, search through entire archives (compliance users), indexing of e-invoice
  • Import & Export: Automatic import of archives from MailStore Server, bulk email import from files, bulk export as files

Management & Administration
  • User Management: Role-based user access control with local and synchronized users, groups, domains and predefined user roles (admin, standard user, compliance user, auditor), flexible management of access permissions to archive mailboxes
  • Directory Services: Entra-ID (Microsoft 365), Active Directory (Exchange), LDAP (generic), sync. with multiple servers
  • Multi-Factor Authentication: O-AUTH/OpenID Connect, incl. Single Sign-On for Microsoft 365 and Google Workspace
  • Configuration: Setup wizards for automated configuration (Microsoft 365, IMAP), admin dashboard with status and statistics
  • Auditing: All user actions are logged in a legally compliant manner and can be verified by auditors

100% Cloud-Native Archiving
  • Hosting: ISO-certified data center in Germany
  • Availability: 24x7x365 service with zone redundant compute and data storage resources, 99.9% guaranteed availability (SLA), disaster recovery
  • Scalability: Up to 500 users per organization, virtually unlimited storage (auto expanding)
  • Security: Strong encryption of all data at rest and during transport, tamper-proof logging, MFA
  • Clients: Standard web browser (admin & end user access), Outlook Add-in (web based)
  • Certifications: IDW PS 880 (GoBD), GDPR
Product information
Update Notes
Version Notes MailStore Cloud 25.3

Videos on setting up MailStore Cloud will be available here shortly.

MailStore Cloud FAQs

Here, you’ll find answers to some of the most frequently-asked questions about MailStore Cloud. Still looking for answers? Contact us directly.

How does MailStore Cloud work?

MailStore Cloud creates copies of all emails in a central archive, thus ensuring the availability and security of any amount of data, even over many years. Among other things, administrators can decide which emails are to be transferred to the archive and when, and whether emails, once archived, should be deleted from the mailboxes in the regular email system. With the help of retention policies, they can even define the criteria under which certain emails are automatically deleted from the archive. The archive provides all a company’s users with fast and convenient access to archived emails and their attachments.

Which email systems does MailStore Cloud support?

MailStore Cloud supports email archiving from Microsoft 365 (Exchange Online), Microsoft Exchange Server, Google Workspace, as well as IMAP and POP3 servers.

How many user licenses are possible for MailStore Cloud?

MailStore Cloud can be used in companies with 5 to 500 users. The starter package includes 5 user licenses with 10 GB of storage each. The number of user licenses and storage capacities are flexibly scalable.

 

Where can I buy MailStore Cloud?

MailStore Cloud can be purchased for the DACH region from our distribution partner Elovade. Outside the DACH region, other channel partners of MailStore Software GmbH are available as sources of supply.

What are the costs for MailStore Cloud?

There are costs for user licenses and storage capacity, which are billed on a monthly basis. The subscription renews automatically each month but can be cancelled at any time. Additional licenses and storage can be added at any time. There are no costs for hardware or software maintenance.

Where is the data center that MailStore Cloud uses located?

MailStore Cloud is provided from an ISO-certified, high-availability data center in Frankfurt am Main, Germany.

What is the fundamental difference between MailStore Cloud and MailStore Server?

MailStore Cloud is a cloud-native email archiving solution that is purchased as a service, meaning there are no costs for hardware or software maintenance. MailStore Server, on the other hand, is an on-premises solution that must be installed on your own infrastructure and regularly updated to the latest product version  to be used.

Are e-invoices also archived in a legally compliant manner?

Yes, e-invoices received by email are transferred to the archive like any other email, along with their attachments, and stored there in a complete, traceable, correct, timely, organized and unaltered form for any length of time. Archived e-invoices are also fully indexed in the MailStore Cloud, allowing you to search for any content.

You can find more information on “Archiving e-invoices with MailStore” here.