Managed email & groupware for businesses
Your domain, your data – professionally operated
We operate your business email including webmail, calendar and contacts. You get a fully managed service – from setup and migration to updates, monitoring and support.
Why managed email instead of basic web hosting?
Business email needs reliability, security and groupware – without your team running mail servers.
Professional email on your domain with aliases, lists and per-mailbox storage quotas
Webmail plus calendar and contacts – synced with Outlook, Apple Mail and mobile devices
Integrated spam and virus filtering, quarantine and strong transport encryption (TLS)
Predictable operations by Simplify Data – updates, monitoring and support from one partner
What we take care of
Included in the managed service
- Operation of the mail and groupware platform including updates and patches
- Setup of domains, mailboxes, aliases and distribution lists
- Support for SPF, DKIM, DMARC and basic DNS configuration
- Spam and virus protection and quarantine management within agreed scope
- Standard email support during defined business hours
Not included by default
- Legal long-term archiving or compliance archive without additional agreement
- Large migrations without a scoped project and maintenance window
- End-user device training or on-site desktop support
Typical use cases
From law firms to workshops: secure business email with groupware – with EU operations when you want less dependence on US cloud bundles.
SMEs & offices
Central email for your team with a professional presence on your domain.
- info@, firstname.lastname@ and department distribution lists
- Shared calendars for scheduling and resources
- Mobile sync – no separate consumer webmail
- Migration from legacy hosting or small providers
Law firms & consulting
Confidential communication with controlled access and clear administration.
- Separate mailboxes and aliases per team or matter where needed
- Strong deliverability through SPF, DKIM and DMARC
- EU operations in German data centres or on your servers
- No mandatory tie-in to a single US SaaS bundle
Trades & branches
Email for HQ, workshop and field staff – one domain, clear structure.
- Mailboxes for branches and central order processing
- Lists for dispatch, warehouse and accounting
- Reliable operations without your own mail administrator
- Optional multiple domains or alias domains
Agencies & IT teams
Quick provisioning of mailboxes for projects and staff – cleanly managed.
- Fast onboarding and offboarding of mailboxes
- Shared calendars and contacts in the team
- API-assisted administration where agreed in scope
- Complements your stack – e.g. alongside zero-trust networking
How you get to production
From requirements to live mailboxes – structured and documented.
Analysis & quote
Clarify domains, mailbox count, migration, storage and security – transparent quote.
Setup & migration
DNS, mailboxes, groupware and optional move from Microsoft 365, Google or legacy hosting.
Operations & support
Ongoing maintenance, monitoring, updates and support – with clear responsibilities.
Privacy & security
Email is business-critical – operations and protection are part of the service, not an afterthought.
Data processing agreement (Art. 28 GDPR) for regular operations
TLS encryption, strong admin passwords and two-factor authentication
Spam and virus protection with quarantine – no marketing analysis of content
No sharing of email content with third parties for advertising
Operations in the EU – in German data centres or on your servers
Backups and technical logging within the agreed scope
Tailored quote
Costs depend on domains, mailbox count, storage, migration and options. We prepare a tailored quote based on your requirements.
Contact usFrequently asked questions
What is included in the managed email service?
Platform operations, administration of domains and mailboxes within agreed scope, security updates, spam and virus protection and support in defined hours. Details are in your quote.
Can we keep our existing domain?
Yes. You keep using your domain; we help with DNS for mail, SPF, DKIM and DMARC.
What counts as a mailbox?
An active email account with its own login and storage – e.g. for a person or a role like info@. Distribution lists without their own login are usually counted differently; we define this in your quote.
Can we migrate from Microsoft 365 or Google?
Yes, migration is possible – depending on scope, history and maintenance window. We plan the move with you.
Which clients are supported?
Webmail in the browser plus IMAP/SMTP. For calendar and contacts: ActiveSync, CalDAV and CardDAV – compatible with common desktop and mobile clients.
How is spam and malware handled?
Inbound messages are filtered; suspicious items go to quarantine for review or release – depending on configuration.
Who manages DNS records?
The domain stays with you or your provider. We supply the required records and help implement them – with your IT if needed.
Does this fully replace Microsoft 365?
It can be an alternative for email, calendar and contacts. Office apps, Teams or SharePoint are separate topics – talk to us if you plan a broader package.
Put business email into professional operations
Tell us your domain, user count and migration needs – we plan setup and ongoing operations with you.
Book a consultationRelated articles
Background on security, deliverability and IT operations – from our blog.
