Hybrid Email Technology
Introducing our Hybrid Email System, an innovative solution that can lower the cost of Google Workspace or MS 365 subscription by 70%.
It is about using advance level email systems like Google Workspace or MS 365 for a few senior management users and using utility-oriented email system for the majority of the users without changing the domain identity without compromising the security of the overall email system of the enterprise.
Key Features of an Hybrid Email Technology
50 GB per mailbox
Pooled space for all mailboxes
Multi-device synchronization via IMAP
Web mail or email clients like Outlook or Thunderbird
Spam and Virus filtering
Email Policy Enforcement for Data Leakage Prevention
Seamless integration with Google Workspace or MS 365 without changing the domain name
Vigilance and Compliance
Integrated Email policy server
Copy of email to supervisor
Attachment controls
BCC Intercept
Email Moderation (Approval based delivery)
Whitelist / Blacklist of Recipients
Internal only Email policy
Challenges of available Email services:
Google Workspace and MS 365 users must pay the same subscription fee for all users, regardless of their usage. Typically, only the top management in an organization need large mailboxes or feature-rich, advanced services, while most other users do not require such extensive features. The majority of users need a simple email system that can be accessed via a browser or an email client. However, MSMEs have to pay for all features for all users, resulting in a yearly email subscription cost that is high compared to the actual usage needs of each user.
Challenges of available Email Services (GMAIL, MS 365)
High per user per year cost for all users
Data leakage potential
Price rise and unfavourable policies
Solution provided by the Hybrid Email System
A technology enabling the use of a single domain with different email service providers could resolve this issue and lower the annual cost of email subscriptions. This would allow an MSME to pay a premium for a few users needing large mailboxes and extensive features with Gmail or O365, while paying less for the majority of users who only require a simple email system accessible via a browser or an email client.
Concept of Hybrid Email System
The Hybrid email system works on DNS Splitting technology. When an external email is received the DNS Splitter will determine whether the incoming email has to be delivered to GMAIL or MS 365 account or to the Hybrid email service. The DNS Splitting technology enables the organization to maintain a single domain and have two email service like GMAIL or MS 365 for the premium users and the cost-effective email service for the regular users.
Frequently asked questions
Hybrid Email System
What is the concept of Hybrid Email Technology?
[Hybrid Email Technology by Synersoft allows the enterprise to provide premium services like Google Workspace or MS 365 to a selected few users and provide a cost-effective email system to the majority of the users under a single domain identity.
From where can we access the Emails if we use the Hybrid Email Technology?
Users can access it via webmail in case one wants to check emails in web browser or through the email clients like Thunderbird and Outlook if one wants to use emails offline. These email clients must support POP or IMAP protocols.
How much storage space is allocated to each user?
50 GB of storage space is allotted per user.
Do you offer [specific service inquiry]?
Unfortunately, we don't currently offer [specific service inquiry]. However, we do offer [alternative service] which might be helpful.
How can I contact you?
You can reach us by [phone number/email address/contact form link]. We are always happy to answer your questions.
What does the term "Pooled Storage" mean?
Pooled storage is the aggregation of storage space for all your users. For example, if there are 10 users using the Hybrid Email System, all 10 users will get pooled (combined) storage space of 500 GB (50 GB per user). So, these 10 users can access a combined 500 GB of their emails. The users can check their emails privately and individually, but the storage space used by all users will be a commonly available resource. It also means that across the 500 GB of storage space, for example, if user 1 has utilised 80 GB and user 2 has utilised 20 GB, user 1 will not be restricted due to storage of full message.
Does the user need to make any changes to an existing domain?
The domain ID used for the Hybrid Email System will not change. However, some records will be required to be added to the domain name’s zone file. Also, the integration process will require specific procedures to be followed, such as using admin credentials of third-party email systems like Google Workspace or MS 365 to integrate the hybrid email system.
Can we enforce Email policies for Data Leakage Prevention?
Yes, we can apply policies to Email IDs to prevent misuse of email systems for data leakage. The Hybrid Email System provides the facility to enforce email-sending policies. Please check the details of the policy options in the proposal or demonstration of the product.
Does it provide multi-device synchronization through IMAP?
Yes, the email boxes will be synchronised using the IMAP protocol in the email clients of various devices.
Can we set Email Policies on outgoing and incoming emails?
Yes, we can apply policies to email IDs for outgoing and incoming emails. The Hybrid Email System provides the facility to enforce email-sending policies. Please check the details of the policy options in the proposal or demonstration of the product.
How much cost can be saved if we use Hybrid Email Technology?
It can help us reduce costs by 70 to 80% annually, depending on the number of users the enterprise decides to create on a Google Workspace or MS 365 and the number of users the enterprise wants to create on a Hybrid Email Technology.
Can we integrate with Google Workspace or MS 365 without changing the domain name?
Yes, it can integrate with Google Workspace or MS 365 without changing the domain name so that the majority of users can work on the Hybrid Email System, and a few users can work either Google Workspace or MS 365.
Can we control Google Sheets and drive usage?
Hybrid Email System provides Email service only. You can explore BLACKbox OneCloud products for broader coverage of services like cloud drives, device hardening, and DLP.
What is each mailbox’s email send/receive MB size limit?
Hybrid Email System will allow a maximum of 25 MB of attachments. However, by email policy server configuration, a limit on attachments can also be enforced on users for less than 25 MB.
How DLP will work on a Hybrid Email System in BLACKbox?
Enterprises can apply policies to Email IDs to prevent misuse of email systems for data leakage. The Hybrid Email System provides the facility to enforce email-sending policies. Please check the details of the policy options in the proposal or demonstration of the product.
Do we require hardware or software to use a Hybrid Email System?
The Hybrid Email System is hosted on the cloud, so there is no need for a hardware server to configure it. Users can access emails from the cloud from an email client over the IMAP/POP protocol or webmail.
Can we merge more than one domain, which we will migrate in the hybrid mailbox if we have two domains on Google Workplace?
You can host multiple domains on a Hybrid Email System. However, the Hybrid Email System integration and a dedicated service account will have to be created for each domain.
How many emails can be sent daily in the Hybrid Email System?
A hybrid email solution restricts users from sending bulk emails. The Hybrid Email System cannot be used to send bulk emails exceeding 75 emails per hour and 25 emails per 20 minutes.
If we migrate the mailbox to the hybrid mailbox, will the email ID remain the same or change?
Email ID will remain the same when an email box is migrated to the Hybrid Email System.
Can we send bulk mail in the hybrid mailbox?
A hybrid email solution restricts users from sending bulk emails. The Hybrid Email System cannot be used to send bulk emails exceeding 75 emails per hour and 25 emails per 20 minutes.
Can we backup a single / all mailbox(es) on our local machine and view them offline?
It is possible to use an email client, configure it using POP or IMAP protocol, and keep a copy of the email on the local system. Enterprises can take the backup of the email client. In case enterprises are required to back up all their emails on the cloud, Synersoft also offers cloud backup of emails using a hybrid email system.
What will be the SMTP for sending emails if we move to BLACKbox?
“smtp.blackbox.in” will be used to send emails using the Hybrid Email System. The SMTP server that their party host provides, such as Google Workspace or MS 365, will be used to configure the users using these services.
If the mail ID is deleted from the Hybrid System, how long will it be retained so the user can recover it before it is obliterated?
After deleting the email ID, no such email data will be available.
What is the maximum PST size allowed in a Hybrid Email System?
PST size restrictions depend upon the type of Email client being used.
How secure is the Hybrid Email System in filtering and stopping spam emails?
The Hybrid Email System filters through Google Workspace, MS 365, or any third-party email host you use. So, the security and spam filters will be the same regardless of which email service you contract to integrate with the Hybrid Email System.
Does migration process migrate the mail IDs along with data?
The migration will include the mailbox migration, emails, and attachments. It will not migrate data on online drives or any other email data.
What records will be added in SPF records of the domain name server zone file?
The team at Synersoft will help you with the SPF records and other records to be added to the domain’s DNS zone file.
What will the MX record be if we use a Hybrid Email System?
The team at Synersoft will help you with the SPF records, MX, and other records to be added to the domain’s DNS zone file. It will depend on which email system, like Google Workspace or MS 365, the enterprise wants to integrate the Hybrid Email System with.
What about the search option in the Hybrid Email System?
The webmail browser of a Hybrid Email System provides a search function for email headers like From, To, Subject, CC, and BCC. Email clients like Thunderbird or Outlook should be used over the IMAP protocol to search inside the message body or attachment.
Will there be any delay in email receipt?
Since the Hybrid Email System offers a policy server, there will be a 30 to 45-second lag in the email receipt. This delay is due to the policy enforcement facility.
Is this secured with SPF, DMARC, or DKIM?
The team at Synersoft will help you with the SPF records and other records to be added to the domain’s DNS zone file.
How easily will data be migrated to the Hybrid Email System?
There is a simple process to migrate emails from legacy systems to hybrid solutions. Synersoft can also do it on a chargeable basis. The time required to migrate the data depends on the size of the data.
Is the mailbox authentication secured by Two-factor Authentication or MFA?
No, there is no two-factor authentication on Hybrid Email System Mailbox.
Is there any online storage drive such as Google Drive /OneDrive?
No, it is just a mail service, so all your email data will be stored on a cloud or Hybrid Email System. If the enterprise needs a private cloud drive, they can explore BLACKbox OneCloud product.
Can a Hybrid Email System be configured with POP3 in Outlook?
Yes, one can configure POP3 in Outlook.
Is the "Email Recall" feature available?
No, the Hybrid Email System is just a plain vanilla email system, so no such feature is available. Such a feature can be explored in email clients like Outlook and Thunderbird.