Discontinuing the Applied Microsoft® Hosted Exchange Email Service

Applied’s strategic vision is focused on increasing value and efficiencies for the independent agency channel by connecting the digital roundtrip of insurance at each stage of the policy lifecycle. As we strive to deliver on this vision, we are investing in areas like automation, connectivity, and intelligence across the Applied portfolio.

This focus in our overall strategy means we will look to transition certain services, like email services, to other providers. As a result, we are discontinuing offering and supporting the Applied Microsoft Hosted Exchange email service.

Frequently Asked Questions

 

Both Hosted Exchange & Insuremail

 

Why is Applied discontinuing its Microsoft Hosted Exchange and insuremail email services?

Applied’s investment and strategic vision is focused on connecting the digital roundtrip of insurance for the independent agency channel through automation, connectivity, and data at each stage of the policy lifecycle. This strategy enables us to provide the best software and service in the insurance industry in the areas where we can deliver the most value, leaning on best-of-breed providers in the market for areas where we are not focusing our investments. Providing Hosted Exchange and insuremail services no longer align with that core vision.

We believe other providers with Microsoft Exchange as a core competency have the resources and focus necessary to continuously provide improved outcomes for customers. With the discontinuation of the Applied Microsoft Hosted Exchange email service, you will gain the ability to leverage the full suite of technology from other providers and/or their partners.

Will the discontinuation of the Microsoft® Hosted Exchange and insuremail email service impact the retention and accessibility of emails attached within our Broker Management System (BMS)?

No, the discontinuation of the Microsoft® Hosted Exchange and insuremail email service will not affect the retention or accessibility of emails attached within your Broker Management System (BMS). The communication you received specifically refers to the cancellation of your subscription to Hosted Exchange and the emails contained within that email service. Emails attached within your BMS are separate from the Hosted Exchange service and will remain unaffected. These emails will continue to be retained within the BMS and accessible according to your system's functionalities.

As an Applied TAMCloud customer using the provided Microsoft Office products in the cloud, do I need to license Office separately now?

This announcement specifically applies to customers utilizing the Applied Microsoft Exchange hosting service. If you are using Applied TAMCloud, there is no need to obtain a separate Office license regardless of this change. Your ability to access and use other Microsoft Office products within the Applied TAMCloud environment will remain unaffected. It’s important to note that this discontinuation of service solely pertains to hosting the Microsoft Exchange email service and will not impact your access to Microsoft Office products in the Applied TAMCloud environment.

How will my email signatures be handled during the migration?

Email signatures are often stored locally on email clients (such as Microsoft Outlook). They may not be automatically migrated during the email hosting transition. It is recommended to inform your email users to save a copy of their email signature locally and reconfigure it in the new email hosting environment after the migration is complete.

How will the migration affect my email client (such as Microsoft Outlook)?

The migration process will require updating the email client settings to connect to the new email hosting environment. Instructions for updating email client settings will be provided by your new hosting provider to ensure a smooth transition. It's also important to note that some email clients may require additional configuration steps or adjustments after the migration.

Why can't I see my email archive in Outlook after migrating my email service?

Check the archive location. In Outlook, email archives are typically stored in a separate file or folder known as a PST (Personal Storage Table) file. Make sure that the archive PST file is properly connected or added to your Outlook profile. Go to the File tab in Outlook, click on Account Settings, and then select Data Files. Check if the archive PST file is listed there. If not, you may need to locate and add it manually. If the Archive was in the Applied TAMCloud environment, the files are typically found in the P:\ or O:\ (Denver only) location by default.

How can I obtain a backup of my saved .PST files (archives or insuremail data) that are currently stored in Applied TAMCloud?

To ensure the availability of your desired data in Applied TAMCloud, it's important to first verify its location. By default, PST files are typically saved in the P:\ or O:\ (Denver only) location. If your required data is found in these locations, you can request a backup called Applied Cloud User Info/Home Folders Data Backup service. This backup service includes User Info, Home Folders data, My Documents folder, and PST files. It guarantees customers the retrieval of all data stored in these locations, encompassing the .PST files you are seeking. This data in the P:\ or O:\ will remain available for as long as you are on Applied TAMCloud.

Will my email forwarding settings be preserved during the migration?

Email forwarding settings are typically specific to the email hosting environment and may not be automatically preserved during the migration process. After migrating, you will need to reconfigure email forwarding settings in the new hosting provider's environment. Make sure to communicate this to your email users and provide instructions on how to set up forwarding in the new environment.

Will my email folders and subfolders be preserved during the migration?

Yes, in most cases, email folders and subfolders will be preserved during the migration process as long as you are using a migration tool or some other method designed to transfer mailbox data. However, it is recommended to double-check with your new email hosting provider or IT team to ensure that folder hierarchy is maintained throughout the migration process.

Will our Microsoft products stop working with Applied in the future due to the email host migration, and what are the alternatives for email hosting providers?

The email host migration will not affect the compatibility of your Microsoft products with Applied. You can continue using your Microsoft products, such as Microsoft Outlook, Word, and Excel, seamlessly with Applied solutions.

Regarding email hosting providers, while Applied will no longer offer Hosted Exchange or insuremail services after 12/31/2023, you have the flexibility to choose from a variety of alternative email hosting providers that are compatible with both Applied solutions and Microsoft products. Customers are encouraged to conduct further research and choose a provider that suits their unique needs and preferences. Communication with your technology providers or domain hosts early in the process is suggested. Leveraging their expertise and experience to make informed decisions will help with a successful email host migration.

While we are unable to provide an exhaustive list of specific email hosting providers, examples of companies that provide email hosting services would be companies like Office 365 (Microsoft), GoDaddy, Bluehost, and Rackspace. Customers are encouraged to select a new email hosting provider compatible with Microsoft Outlook and other applications, ensuring minimal disruptions to their email communications and workflows.

Our migration from Applied Hosted Exchange or insuremail to the new provider is complete, do we need to notify Applied?

If you are migrating from Applied’s Hosted Exchange, Yes. You must notify Applied when your migration is complete.  Applied will terminate any billing, if applicable, and uncouple your domain name from our Hosted Exchange.  If this step is not completed, you will have issues sending and receiving mail from agencies that are still on our Hosted Exchange.  To notify Applied, utilize the “Notification of Completed Migration Off Hosted Exchange” form above.

If you are moving from @insuremail, you do not need to notify Applied of the move to a new provider.

Will we retain access to Microsoft Outlook, Word, and Excel in our Applied TAM Cloud package after 12/31/23?

Yes, you will continue to have access to Microsoft Outlook, Word, and Excel in your Applied TAM Cloud package beyond 12/31/23. These essential Microsoft Office applications are an integral part of the Applied TAM Cloud package, and there are no plans to discontinue their availability. 

Does an email host migration affect our abilities to send emails from Epic and other Applied products?

Changing email hosts does not impact software functionality to send emails from Epic, TAM, Vision, or DORIS. The Email functionality and integration within Epic and other Applied products remains unaffected by a migration. However, you may need to reconfigure Outlook or certain features within the product to utilize your new email hosting provider. For Example, Epic’s DMS feature will need to be reconfigured with the new hosting provider’s server information.

Customers should review individual product sections to identify any specific impacts and considerations for TAM, Vision, and DORIS features. We have created a KB article here to assist you.

If you encounter any issues or have questions related to sending emails from Epic or any other Applied product, please don't hesitate to reach out to our support team via email to support@appliedsystems.com. We are here to assist you every step of the way.

How do I ensure I have all my integrations with email are re-established once service is migrated to another email provider?

We recommend taking an inventory of all the integrations your company currently has with the Applied Microsoft Hosted Exchange email service. Identify the specific systems, applications, or third-party services that are integrated with your email.

For Applied products, you can reference this KB article for guidance on re-establishing connections with your new email service based on the specific Applied product. Review this article to locate any Applied product that you have that you may need to reconfigure to integrate with your new email provider.

For non-Applied products, follow your chosen email provider’s migration guidelines. Your email provider should give instructions on how to set up your email integrations after the migration as they may have specific requirements or recommendations for different integration scenarios such as scanning and faxing applications.

Will an email host migration result in the discontinuation of Outlook integration and emailing from Applied Epic and other Applied products?

An email host migration will not lead to the discontinuation of features like Outlook integration and emailing capabilities within Applied Epic or other Applied products such as TAM, Vision, and DORIS. Outlook integration, including features like dragging and dropping emails, will remain fully operational within Applied Epic and other products once you’ve migrated to a new provider.

While the email host migration will not affect Outlook integration and emailing from Applied products, customers will need to review the impacted features for Epic, TAM, Vision, and DORIS to ensure a smooth transition. When you change email providers, some features, such as DMS in Epic, will need to be reconfigured with your new hosting provider’s server information to continue to work seamlessly. Any updates or changes specific to these products are outlined in their respective sections in this KB article.

Will there be another way to send documents to the Applied Cloud environment so they can be saved in Vision?

Yes, there will be alternative methods available for sending documents to the Applied Cloud environment and saving them in Vision. The specific method may vary depending on your agency's workflow and preferences.

It's important to note that the email host migration does not directly impact the functionality of Vision or the ability to save and access documents within the Applied Cloud environment. The focus of the migration is on email hosting services.

We understand that each agency may have unique workflows and requirements for document management within Vision. To determine the most suitable method for your needs, we recommend discussing your agency's specific workflow with our dedicated support team.

Will the email host migration impact the connectivity between Outlook and Epic, and what exactly is being impacted?

An email host migration will not impact the connectivity between Microsoft Outlook and Epic. The migration is focused on transitioning the email hosting service used by Epic and other Applied products, such as TAM, Vision, and DORIS. The connectivity between Microsoft Outlook and Epic remains unaffected, and you can continue to use Outlook as your preferred email client seamlessly once you’ve competed the migration to a new hosting provider.

What is impacted is the email hosting service itself. Applied is making changes to the email hosting infrastructure, and as a result, services like Hosted Exchange and the Insuremail (POP3) email service will no longer be provided to customers after 12/31/2023. Customers who currently use these services will need to migrate to new email hosting solutions of their choice.

While the connectivity between Outlook and Epic is not impacted, it's essential to review the impact sections for TAM, Vision, and DORIS features to understand any specific considerations related to these products and their interaction with Microsoft Outlook. please refer to the respective sections that cover each product's unique considerations in this KB article.

If I am understanding this move correctly, Applied is no longer hosting emails for customers. Will we be able to use Microsoft Exchange as an email host via a Microsoft 365 subscription I already have within our environment?

Yes. Applied will no longer host emails for customers, and the Hosted Exchange email services will be discontinued after 12/31/2023.

If your organization already has an active Microsoft 365 subscription, you have the option to use Microsoft Exchange Online, which is included as part of your existing Microsoft 365 subscription. This means you can leverage Microsoft Exchange as your email host without any additional cost beyond your current Microsoft 365 subscription.

Here are the high-level steps to get started:

1. Contact Microsoft Support: Reach out to Microsoft's customer support team to discuss your specific needs and requirements for migrating to Exchange Online. They can provide guidance, answer any questions, and assist with the migration process.
2. Consult with Microsoft Partners: If you prefer additional expertise and personalized assistance, you can explore engaging with a certified Microsoft partner. These partners have the knowledge and experience to guide you through the migration, ensuring a smooth transition to Exchange Online.
3. Choose a Migration Plan: Microsoft or their partners will work with you to determine the most suitable migration plan based on your agency's size and requirements.
4. Data Migration: Once the migration plan is established, the next step involves migrating your email data from the current email hosting service to Microsoft Exchange Online. Microsoft or their partners can provide the necessary tools and support for this process.  If your email provider’s migration tool requires impersonation permissions to be set for the successful migration of data, please have an agency principal or owner fill out the Hosted Exchange Admin Credential Request form above.
5. Configuration and Integration: After the data migration, your new Exchange Online environment will need to be configured to work seamlessly with your existing environment and Applied solutions (such as Epic, TAM, Vision, or DORIS). Please see this KB article for Applied specific configurations you may need to consider.
6. Support and Assistance with the migration: Throughout the migration process and beyond, Microsoft or their partners will provide support and assistance to address any issues or questions that may arise. By working with Microsoft or a certified partner, you can ensure a well-managed and successful transition to Microsoft Exchange Online.

7. Notify Applied Systems - You must notify Applied once the migration is complete by filling out the “Notification of Completed Migration Off Hosted Exchange” form above. Applied will terminate any billing, if applicable, and uncouple your domain name from our Hosted Exchange. If you do not contact Applied once the migration is completed, your organization may encounter email problems such as sending and receiving email.

 

I have general questions that I’d like to ask Applied about the transition.  Is there a resource other than Support available? 

Yes! Applied has Office Hours twice a week dedicated to this topic and facilitated by one of our email hosting subject matter experts.  Please use this link to register for a session.

Who can I talk to with additional questions?

For additional questions, please contact SunsettingEmail@appliedsystems.com.

Hosted Exchange Only

 

How can I obtain a backup of my Hosted Exchange email data?

We understand the importance of obtaining a backup and want to help guide you to the best method for obtaining your Microsoft Hosted Exchange email data. There are several methods that can be used to obtain a backup of your email data. However, before proceeding with obtaining a backup, we highly recommend reaching out to your new email host for guidance on the best method to ensure a seamless transition. Some email providers will have tools or resources specifically designed for data migration and they will be best equipped to provide you with the most efficient method to migrate your data to the new platform. If you are using a migration tool, it’s not necessary to use one of the other methods below to transition the data.

One way to obtain a backup of your Hosted Exchange email data is to simply manually export the data from your Microsoft Outlook application. This involves selecting the desired folders or email items and then saving them as a .pst file on your computer. Specific steps to do this vary slightly depending on the version of Outlook you are using. It's always recommended to consult Microsoft's official documentation or refer to the Help section within Outlook for detailed instructions specific to your version. Before doing this, it's important to consult your new email host for their recommended backup method to ensure compatibility and a smooth transition.

Another option would be to purchase the Applied Cloud Microsoft Hosted Exchange Data Backup service. This is an optional backup service that Applied can run to provide a one-time backup of your Microsoft Hosted Exchange data (provided in .PST format). All data is delivered via Electronic File Transfer (EFT) by default and runs as of the “current” date. The timeframe needed to complete a backup depends on the volume and the backup completion date is dependent on the size of the data.

Remember, that checking with your new email host on their recommended backup method is essential to ensure compatibility and a smooth transition. They may have other alternative methods or tools specifically designed for data migration that can simplify the process for you.

What if I already have Microsoft® Office 365® licensing but Applied is my email host?

If you already have Office 365 licensing, you can still migrate your email hosting to another provider without any issues. Consult with your new email hosting provider or your organization's IT team for specific guidance on migrating email hosting while maintaining your existing Office 365 licensing. They will be able to provide you with the most accurate information and assist you throughout the migration process.

How do I ensure a smooth transition for mobile devices (smartphones, tablets) during the migration?

Mobile devices will need to be reconfigured to connect to the new email hosting environment after the migration. Your new hosting provider will communicate the necessary settings and instructions to your email users to update email account settings on mobile devices.

Will my email contacts and address book be migrated to the new email hosting?

Yes, if you are using a migration tool or method designed to transfer mailbox data, your email contacts and address book should be migrated along with your mailbox data to the new email hosting. These include saved contacts, distribution lists, and any other address book entries. However, it's recommended to double-check with your new email hosting provider or IT team to ensure a seamless transfer of your contact data.

Can you provide documentation on moving from Hosted Exchange to another email provider?

This response is a high-level starting point for your migration journey. For comprehensive and specific instructions tailored to your unique setup and needs, we recommend working closely with your chosen email hosting provider. They can provide detailed guidance and support throughout the migration process.

1. Select a New Email Hosting Provider: Begin by choosing a new email hosting provider that aligns with your business needs. Research reputable providers, evaluate their services, and ensure they offer the necessary features for your organization.
2. Collaborate with the Chosen Provider: Once you've chosen a new email hosting provider, collaborate with their team to establish a timeline for the migration process. Discuss the required setup, configuration, and any additional services you may need.
3. Set Up Your New Email Environment: Work with the provider to set up your new email environment. This may involve creating user accounts, configuring email domains, and customizing email settings to match your preferences.
4. Data Migration (High-Level): Migrating data typically involves exporting your email data from the current platform and importing it into your new environment. Your new email hosting provider can guide you through the data migration process, ensuring a smooth transfer of emails, contacts, and calendar data. If your email provider’s migration tool requires impersonation permissions to be set for the successful migration of data, please have an agency principal or owner fill out the "Hosted Exchange Admin Credential Request" form above.
5. Update Email Configurations: Update email configurations in your devices and email clients to point to the new email hosting environment. Ensure that server settings, DNS records, and any other configurations are updated accordingly.  Please refer to this KB article to update your Applied product configurations. 
6. Test and Verify: After the migration is completed, thoroughly test your email functionality to verify that everything is working as expected. Ensure that emails are sending and receiving properly and that all features are fully operational.
7. Notify Applied Systems - You must notify Applied once the migration is complete by filling out the “Notification of Completed Migration Off Hosted Exchange” form above. Applied will terminate any billing, if applicable, and uncouple your domain name from our Hosted Exchange. If you do not contact Applied once the migration is completed, your organization may encounter email problems such as sending and receiving email.

As the migration process can vary based on individual configurations and requirements, we encourage customers to review the impact sections for TAM, Vision, and DORIS features. For more detailed and product-specific impacts, please refer to the respective sections that cover each product's unique considerations in this KB article.

We currently use Applied in a Remote Desktop setup. Going forward, will we be able to add new Microsoft Exchange email accounts to this setup?

Yes, going forward, you will have the flexibility to add new Microsoft Exchange email accounts to your Remote Desktop setup. This change does not restrict your ability to configure and use Microsoft Exchange email accounts within a Hosted Remote Desktop environment.

To get started with adding new Microsoft Exchange email accounts to your Remote Desktop setup, we recommend reaching out to your IT administrators. They can guide you through the process and address any specific technical requirements or considerations.

We currently utilize the Microsoft Exchange hosting through Applied. When we migrate to a new email host, will there be a conflict with using the same e-mail address since I already have it setup on Applied’s Exchange?

Not at all! There won't be any conflict with your email address during the migration. Your current email address will continue to work smoothly because it is uniquely associated with your organization's domain.

Here's how it works: When you migrate to the new email hosting service, all incoming emails sent to your current email address will be redirected to go through the new email hosting service. This redirection happens when reconfiguring DNS settings for your domain as part of the email host migration. So, rest assured, when changing your email host your email address can remain the same.

How can I grant or set permissions for a data migration tool that requires access to user mailboxes?

There are two primary methods that migration tools use – impersonation rights and Full Access Permissions (sometimes referred to as admins rights). These methods are distinct from one another and are employed based on the specific requirements of the migration tool. Here is how you can handle both scenarios:

Option 1. Full Access Permissions

If you or your new provider requires Full Access permissions to be set on a mailbox to perform a data migration, you can accomplish this through the admin panel provided by Applied’s Hosted Exchange. Here's a step-by-step guide on granting Full Access permissions to user mailboxes:

1. Accessing the Admin Panel: Log in to the Admin Panel provided by Applied’s Hosted Exchange using your admin credentials.
2. Editing a User Mailbox: On the Mailboxes list, select the user mailbox for which you need to grant Full Access permissions and click the "Edit Mailbox" button.
3. Granting Full Access Permission: Within the Edit Mailbox options, you will find a section to grant permissions to users. Click the "Add" button to enable the Full Access permission.
4. Auto-Mapping Consideration: Please note that the "Auto-Mapping Enabled" checkbox is checked by default. When enabled, the mailbox will automatically open within the user's Microsoft Outlook client. If the mailbox is hidden from address lists, the user will not be able to open the mailbox unless auto-mapping is enabled. When enabling full access for the purpose of a migration you do not need to enable Auto-Mapping.
5. Selecting Users and Distribution Groups: Check the checkboxes next to the user(s) and/or distribution group(s) you wish to grant Full Access to, then click the "Add" button. This will grant the selected user(s) and/or distribution group(s) Full Access to the specified mailbox.
6. Granting Full Access to All Mailboxes: If you need to grant Full Access to all your users and distribution groups, check the "All (Agency ID) Mailboxes" checkbox and click the "Add" button. This will grant Full Access to the specified mailbox for all users and distribution groups associated with your agency ID. Note: When enabling full access for the purpose of a migration you typically do not to grant rights to All mailboxes and instead grant it to a specific user.

By following these steps in the Admin Panel, you can easily set Full Access permissions, allowing you or the new host to perform the necessary data migration using the specified data migration tool.  If you encounter any difficulties or have additional questions while granting Full Access permissions in the Admin Panel, please use this link to email support@appliedsystems.com regarding permissions.

Option 2 - Impersonation Permissions

If your email provider’s migration tool requires impersonation permissions to be set for the successful migration of data, please have an agency principal or owner fill out the "Hosted Exchange Admin Credential Request" form above.

Please note that different tools may require different permission methods. If you're unsure which method your tool requires, you can contact your hosting provider for clarification.

Will we retain access to mailbox information in our Hosted Exchange mailboxes after 12/31/23?

Email backups are retained for 30 days after the date you request for Hosted Exchange cancellation, or 30 days after 12/31/23, whichever comes first.

What exact consequences will result from the cancellation of Microsoft Hosted Exchange support on our Epic program?

The cancellation of Microsoft Hosted Exchange support will result in the termination of Hosted Exchange services provided by Applied. The exact consequences of this cancellation are as follows:

1. End of Hosted Exchange Services: As of the scheduled termination date on 12/31/2023, Applied will no longer provide Hosted Exchange. This means that any email accounts, data, and functionalities associated with Hosted Exchange will be discontinued.
2. Email Communications: The email communication system that was previously managed through Microsoft Hosted Exchange will cease to be available. Customers using Hosted Exchange for email services will need to transition to a new email hosting service of their choice.
3. Data Migration (Optional): Data migration from Hosted Exchange to the new email hosting service is optional, and customers have the flexibility to choose whether they wish to migrate their email data. If you decide to proceed with data migration, we recommend working closely with your new email hosting service provider on the best way to do this to ensure a seamless and successful transition.
4. Outlook Integration Unaffected: The cancellation of Hosted Exchange support will not impact the integration between Microsoft Outlook and Epic. You will continue to use Outlook as your email client seamlessly with Epic. All functionalities, including dragging and dropping emails, will remain fully operational.

Note: While the cancellation affects Hosted Exchange services, it's essential to review the impact sections for TAM, Vision, and DORIS features to understand any specific consequences related to these products and their respective email hosting services. please refer to the respective sections that cover each product's unique considerations in this KB article.

We rely on the smooth operation of Exchange for email communications, including attaching emails to customers in Applied products. With the upcoming change, we're concerned about the process. Our new provider mentioned DNS server changes. Can you provide guidance on how to proceed?

We understand your concerns about the upcoming email host migration and the impact on your agency's communication process. For the most comprehensive and specific instructions tailored to your unique setup and needs, we recommend working closely with your chosen email hosting provider. They can provide detailed guidance and support throughout the migration process.

Collaborate with their team to establish a timeline for the migration process. Discuss the required setup, configuration, and any additional services you may need. Your new provider may ask you to reach out to your domain hosting provider for assistance with updating DNS server and domain name configurations. They can help you navigate the necessary changes to ensure a seamless transition to the new email hosting service.

Rest assured, Applied is also here to help provide guidance and ensure the smooth integration of the new email hosting service with your Applied products. For additional information, please refer to the respective sections that cover each product's unique considerations in this KB article.

For users who already use Microsoft 365 for Office applications but may be using Applied's Hosted Exchange email services, what does the email host migration mean for them?

For users who are currently utilizing both Microsoft 365 for office applications and Applied's Hosted Exchange email services, the email host migration will primarily affect their email hosting service while leaving their Microsoft 365 services and applications unaffected.

Here's what you need to know:

1. Email Host Migration: Applied's decision to discontinue Hosted Exchange email services means that the email hosting provided by Applied will no longer be available after 12/31/2023. However, this does not impact your Microsoft 365 subscription or the suite of office applications you use.
2. Microsoft 365 Services Continue: Your Microsoft 365 subscription, which includes access to Office applications like Outlook, Word, Excel, and others, is separate and unaffected by this change. Microsoft 365's cloud services, document management, and collaboration tools continue to support your agency's productivity.
3. Checking with Microsoft: As a Microsoft 365 subscriber, you also have the option to consider Microsoft's own email hosting service, Microsoft Exchange Online. This service is part of the Microsoft 365 suite and offers robust email hosting capabilities compatible with your existing Microsoft applications.
4. Data and Document Access: All your data, documents, and information stored in Microsoft 365's cloud-based services, such as OneDrive for Business and SharePoint, will be retained and accessible as usual.
5. Outlook Integration: If you use Microsoft Outlook as your preferred email client within Applied solutions (such as Epic, TAM, Vision, or DORIS), you will need to configure it to connect with your new email hosting service, chosen as an alternative to Hosted Exchange.
6. Migrating Email Data: As part of the migration process, you may need to export your email data from Hosted Exchange and import it into the new email hosting service, ensuring a smooth transition. Your new email hosting provider can assist with this process.
7. Collaboration with Microsoft 365 and Applied Solutions: The integration between Microsoft 365 and Applied solutions remains unchanged, allowing you to use Office applications seamlessly within your Applied products.

Overall, while the email host migration involves transitioning from Applied's Hosted Exchange to a new email hosting service, you can continue to leverage the full suite of Microsoft 365 applications and services for your day-to-day tasks.

Note: Existing Microsoft 365 Customers are encouraged to explore the option of Microsoft Exchange Online, as it offers seamless integration with Microsoft applications and simplifies the migration process because this service is already part of the Microsoft 365 suite. 

I have general questions that I’d like to ask Applied about the transition.  Is there a resource other than Support available? 

Yes! Applied has Office Hours twice a week dedicated to this topic and facilitated by one of our email hosting subject matter experts.  Please use this link to register for a session.

Who can I talk to with additional questions?

For additional questions, please contact SunsettingEmail@appliedsystems.com.

 

Insuremail Only

 

We have TAMCloud and use the insuremail domain (insuremail pop3 emails) in Outlook. How does this affect us?

As a TAMCloud user currently utilizing insuremail POP3 emails in Outlook, the email host migration will impact your email services. Here's what you need to know:

1. Deprecation of Insuremail POP3 Email: Applied will be deprecating the insuremail POP3 email service as of 12/31/2023. This means that the insuremail POP3 email service will no longer be available after the specified date.
2. Need to Choose a New Email Hosting Service: As the insuremail POP3 email service will no longer be available, you will need to choose an alternative email hosting service to continue sending and receiving emails effectively.
3. Outlook Configuration: Since you currently use Outlook to access your insuremail POP3 emails, you will need to reconfigure Outlook to work with your new email hosting provider. This involves adjusting the settings within Outlook to connect to the new email host.
4. Data Migration (Optional): If you wish to retain your email data, you may need to migrate your existing emails from insuremail POP3 to the new email hosting service. Data migration involves accessing your insuremail email .pst file and importing it into the new email host. 
5. Microsoft Office Suite: The email host migration does not affect the availability of the Microsoft Office suite (Word, Excel, Outlook, etc.) in TAMCloud. You will continue to have access to these Microsoft Office applications within TAMCloud.

We have TAMCloud and use the @insuremail domain (insuremail pop3 emails) in Outlook. How do I change to a new email Hosting Provider?

This response is a high-level starting point. For comprehensive and specific instructions tailored to your unique setup and needs, we recommend working closely with your chosen email hosting provider. They can provide detailed guidance and support throughout the migration process.

1. Select a New Email Hosting Provider: Begin by choosing a new email hosting provider that aligns with your business needs. Research reputable providers, evaluate their services, and ensure they offer the necessary features for your organization.
2. Collaborate with the Chosen Provider: Once you've chosen a new email hosting provider, collaborate with their team to establish a timeline for the migration process. Discuss the required setup, configuration, and any additional services you may need.
3. Set Up Your New Email Environment: Work with the provider to set up your new email environment. This may involve creating user accounts, configuring email domains, and customizing email settings to match your preferences.
4. Data Migration (High-Level):  Discuss with your provider the best method to import your Outlook data file - .pst file, into your mailbox with the new provider.
5. Update Email Configurations: Update email configurations in your devices and email clients to point to the new email hosting environment. Ensure that server settings, DNS records, and any other configurations are updated accordingly.  Please refer to this KB article to update your Applied product configurations. 
6. Test and Verify: After the migration is completed, thoroughly test your email functionality to verify that everything is working as expected. Ensure that emails are sending and receiving properly and that all features are fully operational.

Will all e-mails currently housed or previously received through insuremail.net prior to December 31, 2023, still be available within Outlook? Since we won't be able to send or receive after 12/31/2023 from insuremail.net, will we be able to respond to any insuremail.net emails using another account setup within Outlook?

Yes, all e-mails that are currently housed or have been previously received through insuremail.net prior to December 31, 2023, will still be available. These e-mails will remain accessible in the Outlook data file (PST) even after the insuremail.net services are terminated. However, you may still consider backing up important e-mails or data from insuremail.net yourself to ensure easy access to historical information in the future.

After December 31, 2023, you will no longer be able to send or receive e-mails using the insuremail.net domain. However, you will still be able to respond to any e-mails received through insuremail.net by configuring and using another account that is set up within Outlook.

Before the insuremail.net services are discontinued, you may consider setting up an alternative email account within Outlook. This alternative account can be used for sending and receiving e-mails after inuremail.net services are discontinued. To ensure a smooth transition, please review the Outlook configuration and set the new account as the default option. Additionally, make sure to re-associate the data file (PST) containing the historical emails with this new account.

I have general questions that I’d like to ask Applied about the transition.  Is there a resource other than Support available? 

Yes! Applied has Office Hours twice a week dedicated to this topic and facilitated by one of our email hosting subject matter experts.  Please use this link to register for a session.

Who can I talk to with additional questions?

For additional questions, please contact SunsettingEmail@appliedsystems.com.