On-Premises Exchange VS Office 365: What suits you?

Updated On - December 18, 2023 by Henry Bray |

Reading Time: 4 minutes

MS Exchange and Office 365 both are popular email platforms and used by millions of users. If you are undecided about which platform is better and more suited for your company, below is a full breakdown of the features, benefits, and drawbacks of both platforms. In this blog, we explain in detail about On Premises Exchange vs Office 365.

MS Exchange Server has long been a proponent of commercial email and calendar services. It has the leading market percentage among commercial servers, and Microsoft is continually updating it with fresh capabilities and improved automation, safety, and control.

In addition, cloud systems have emerged in the preceding decade. Microsoft’s Office 365 subscriptions provide the most powerful cloud features. There are residential, student, corporate, and commercial versions available, each with its own set of cloud apps. Office 365 includes Exchange as well as various additional cloud services such as SharePoint Online, Microsoft Office, Access, OneNote, Skype for Business, and many more.

Related Post: How to Import PST to Outlook Web Access

Do you know about On-Premises Exchange and Office 365?


On-premises Exchange, like the term implies, keeps the Exchange Servers on the customer’s premises. It is available by obtaining a client login license. You’ll need enough hardware with Exchange installed for all of this.

Office 365

Microsoft Office 365 is a subscription-based and cloud-based software as well as a service. Usually, there are several Office 365 plans or subscriptions available, including Office 365 Home, Office 365 Personal, and Office 365 Education. Users can register for the plan based on their needs, and it is absolutely paid for.

Let’s justify. On-Premises Exchange vs. Office 365: What Suits You?

Actually, both of the platforms are by Microsoft. It is really awkward that there is such a huge dissimilarity among the services. As usual, users have discovered a number of benefits and drawbacks while using these. In this article, we will talk about that, and after that, it will be clear to you what suits you.

The Advantages and Disadvantages of On-Premises Exchange


  1. Users can improve the privacy feature based on their needs.
  2. Usually, when it is your leisure the Server upgrades, restarts, backups, and shutdowns may all be scheduled and carried out so that you don’t feel disturbed during work..
  3. You have complete control over the Exchange data and can easily find where it is.
  4. It provides complete control over Exchange, allowing the user to define specific requirements or settings and quickly control mailboxes and other items as needed.
  5. Data security is a major consideration in this circumstance, and with On-premises Exchange, customers have peace of mind that their data is secure because it is stored locally.
  6. Many more business apps may be integrated with the Exchange Server.
  7. You can save the emails in the desired location and search for them using the advanced search features.
  8. The public folder allows numerous people to share a single mailbox. It improves storage efficiency.
  9. The safety is robust, and there are several levels of control and supervision.


  1. The on-site Exchange Administrator is required to control mailboxes, prevent unwanted access, and restore lost or damaged mailboxes.
  2. A significant cost is essential at the beginning of the installation period.
  3. The expense of maintenance and upgrading hardware related equipment and software related programmes is too expensive.
  4. Hardware and program maintenance and upgrades are costly.
  5. Technical skills are required to manage the DNS servers, firewalls, and local directory for the on-premises Exchange Server.
  6. Any failure or loss of data at the Exchange will be entirely the responsibility of the organization if an on-premises Exchange is used.

Office 365’s advantages and disadvantages


  • Users of Office 365 may access a variety of services, such as hosted Exchange Server, SharePoint, and Skype for Business Server, among others.
  • Users will continuously receive the most recent version; there is no need to upgrade all the time. There is no need to charge for updates.
  • You don’t need to spend a little bit of money on hardware installation at the starting period.
  • Office 365 services are available anywhere there is internet access.
  • Because there is no need to maintain anything, Office 365 is cost-effective.


  • You are oblivious to the placement of your data. Microsoft maintains data centers in several locations around the world, and you have no idea where your data is.
  • Manual data migration necessitates the aid of a third party and takes a long time.
  • Connecting with on-premises apps is challenging.
  • Office 365 lacks sufficient archiving capabilities.
  • Maintaining business and legal compliance will be challenging, at least in some regions based on geography.

Are you thinking of moving your Exchange mailboxes to another database?

Many users are now switching to Outlook for its benefits. If you are one of them and willing to switch to Outlook from Exchange, but you are aware of the data loss, then the Regain EDB Converter is the best solution for you.

Free Download100% Secure Buy NowPrice: $99

It retrieves the whole Exchange mailbox database and transforms it into Outlook PST files with the exact layout. You may view all of the data in this PST file by importing it into the Outlook email client. In addition to PST, it can convert EDB to EML, EMLX, MSG, MBOX, PDF, VCF, HTML, and MHTML formats. It converts EML and MSG files with ease.

Furthermore, this utility features an advanced algorithm that restores any broken or corrupted EDB files.

Author: Henry Bray

Henry Bray is a young technologist and content a Content Writer at Regain Software, loves to write about MS Outlook, MS Exchange Server, Office 365, Mozilla Thunderbird and many more email applications.

One thought on “On-Premises Exchange VS Office 365: What suits you?”

  1. Avatar Andrea Hamby says:

    I was looking for such a comparison between on-premises Exchange and Office 365. It provides a thorough overview of the pros and cons of each, making it easier to decide which one suits your needs better.

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