Arrowmail - Email Services for today's Business

More Information:

  (far right) "Is this what you mean by Push Email?"

In a panic because your mail-server has failed?
We can have your new mailboxes setup and working within 2 hours, with nothing to pay up front

Multiple domains and addresses? Complicated forwarding, sharing or routing logic? We can do it!


 

 

What are
we selling?




Fully-Featured Microsoft Exchange 2010 Mailboxes
hosted on Our Servers for as little as £3.40/month

How do we compare to other Exchange Hosting Systems?

Client Compatibility

Outlook 2003, 2007, 2010, 2013 and 2016 (32-bit or 64-bit) running on any version of Windows XP, Vista, Windows 7, 8, 8.1 or 10 can be used to make an "Outlook Anywhere" connection to our Exchange servers. This includes Outlook from Office 365.
(Some later versions of Outlook won't install on the earlier versions of Windows.)

Outlook 2016 for Mac, Outlook from Office 365 for Mac, Outlook 2011 for Mac and Entourage 2008 for Mac can also all connect.

Public Folders

Still going strong on our servers! Every group of users gets their own root folder and can make as many sub-folders as they wish.
A Public Folder can be a Company Diary, Company Contacts or can be assigned an email address to receive emails directly.

Exchange Server 2010 Service Pack 3

A modern version of Exchange with a great Webmail client.
Exchange 2010 offers the best compatibility with older versions of Outlook while still offering all the features available with newer versions of Outlook and smartphones.

Massive Storage Allowance

Every mailbox comes with 60gb of storage.
This is an awful lot of storage for emails, and our experience shows that 90% of people have mailbox sizes of less than 4gb.
In fact we strongly recommend that you keep you mailbox under 6gb otherwise Outlook can start to run slowly with all the synchronisation and indexing it has to do on a large mailbox.
But if you need to have a large mailbox then go right ahead!

Group accounts can have Public Folders to store emails/calendar/contacts for sharing among groups of users.
The first 5gb of Public Folder space is free and above this we charge as one additional mailbox for all of your Public Folders.

Access your mailbox in every possible way

As well as by Outlook Anywhere, you can access your mailbox using:-
POP3 (standard or encrypted)
IMAP (standard or encrypted)
ActiveSync for Push Email from a Smartphone or Tablet, and
Outlook Web Application (the Webmail client that works well in all browsers)
OWA Mini (low-bandwidth, text-only Webmail client).

You can send emails using SMTP over the standard Port 25.
(Port 587 can also be used if Port 25 is ever blocked by a firewall. There's even a 3rd port open for receiving SMTP emails in case a firewall administrator has blocked Port 587 - which is a well-known alternative to Port 25.)
This additional port is shown in OWA in:-
Options - See all options... - Settings for POP, IMAP, and SMTP access...
Just to be clear, when you're using Outlook, OWA or ActiveSync all emails are sent and received using a strongly-encrypted SSL connection over Port 443.
SMTP would only be needed if you were using some other email program such as
Outlook Express.

Send as an Alias - Use any "From" address in emails you send out

Your account can have an unlimited number of alternative email addresses, or aliases, assigned to it so you can receive emails, sent to all these addresses, in one place.
These aliases can be at different domains.
In standard Exchange, only one of these email addresses can be set as your reply address.
However, our system is configured to allow you to choose, every time you send an email, which From address you want the email to show as being sent from in the recipient's Inbox.
Each alias can also have it's own unique signature that is automatically selected when you choose that From address.

You don't have to change your current Website Host,
Domain Registrar, DNS Host, or MX Records

Some Hosted Exchange providers insist on taking over your DNS hosting, which can disrupt existing services, such as your website.
We don't (although, if you need us to, we'll host your DNS for free).
We can add an additional email address, at our domain, to your mailbox which will allow you to forward emails to your Exchange mailbox without the need to change MX records.
This is handy when not all of your users are moving to our email system, you want to migrate a few users at a time, or you just want to try us out first before making any changes.
If you are staying with us, after the free trial period, it is a good idea to make a few changes to your DNS records:-

MX records pointing to our servers make our anti-spam system more effective.

Creating an AutoDiscover record helps with configuring Outlook.

An SPF record means your outgoing emails are less likely to be regarded as spam.


Combine with 89p/month POP3 mailboxes at the same domain

If you have some users or special-purpose mailboxes that don't require all the features of an Exchange 2010 mailbox, we can provide standard POP3 mailboxes at the same email domain as your Exchange mailboxes for 89p/month/mailbox.
(79p/month for 20+, 69p/month for 50+ and 59p/month for 100+).
These mailboxes are no slouches either, offering POP3, IMAP and Webmail access plus out-of-office notifications.
What they can't do is Push Email to smartphones or access shared Exchange data.
More details of the POP3 mailboxes are here.

AutoDiscover for easy configuration

AutoDiscover is an Exchange feature that allows all versions of Outlook, except Outlook 2003, plus Smartphones and Tablets to configure themselves for your account when you supply just your email address, username and password.
Unlike earlier versions, Outlook 2016 now requires an AutoDiscover record to connect.
If you can create a CNAME record in your DNS then AutoDiscover will work for all your mailboxes.
There's no need to get involved with Digital Certificates - we've taken care of all that.
Can't create an AutoDiscover record?
Sometimes you just can't create an AutoDiscover record, or one already exists that is needed by other users. You can still connect to our system with Outlook 2016 by creating a local AutoDiscover record on your computer - we'll show you how.

Industry-Leading Spam Filtering and Anti-Virus

We use a combination of Black Lists, Content Rules (SpamAssassin) and analysis of known spam and non-spam emails (Bayesian Filtering) to give each each incoming email a spam score.
If the spam score exceeds one threshold it's marked as spam and sent to your Junk E-Mail folder and if it exceeds a higher threshold it's just deleted.
We set the thresholds to err on the side of not miss-classifying genuine emails as spam,
at the expense of a few spam emails making it through to your Inbox.
We scan all emails that pass through our servers using Kaspersky Labs and also filter out attachments used almost exclusively to carry a virus while allowing all other commonly used file-types to pass.

Unlimited Support for migrating to our system

We know that transferring your existing email setup to our system can be tricky, especially if you currently have your own Exchange server.
There can also be other settings to migrate such as Inbox Rules plus DNS records to edit at your domain registrar.
We've created various PDF files of instructions to guide you through the process for all the different versions of Windows and Outlook but we're also prepared to go the extra mile to give help, over the phone, via email or using remote access to your PC or server, to ensure that your migration goes smoothly.

Get Emails delivered reliably

We do everything possible to preserve our server's reputation as a source of genuine emails so that your emails will reach their intended recipient's Inbox.

   

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We perform DKIM signing on all outgoing emails.


We strongly recommend you setup an SPF record to authorise our servers to send emails for your domain.


We're subscribed to services that alert us if our IP addresses ever appear on blacklists. Emails can then be temporarily routed through other IP addresses until the problem is sorted out.


We're signed up to Spam Abuse Feedback systems of major ISP so if, say, a Yahoo user marks an email as spam that's come from our servers, we get a notified and can investigate and take action.


You have your part to play in this as well.
If the contents of an email are classified as spam then everything else we've done won't save it from the Spam Folder, so learn things to avoid such as the Subject Line in ALL CAPITALS, starting an email with "Dear..." or having an over-elaborate signature.

The majority or business and personal emails aren't a problem, but marketing emails can be. These include newsletters, circular, mail-outs and promotions.
We'd much prefer you didn't send these types of emails through our system, but we'll tolerate small mail-outs (under 1000 recipients) with well managed, opted-in address lists that don't lead to us receiving complaints.

While there's no limit to the number of regular emails you can send, each account is limited to 2000 mail-out emails per month.

There's a whole other part of Arrowmail that deals with people wanting to send large amounts of emails here.

 

Catch-All Mailboxes

You can have all emails sent to a particular domain go to one mailbox.
This can be useful if you're a one-person company and want to receive emails where the address to the left of the @ sign is spelled wrongly.
However, this can also mean that you get more spam in your Inbox where spammers guess at likely email addresses at your domain.

A variation on this is the Catch-The-Rest mailbox where any email sent to an address at your domain, not already assigned to another user, is delivered to a particular mailbox or Public Folder.


The ability to make a VPN Connection to our servers is included

This is more of a free extra, useful for people who travel, than anything to do with email.
Ours is a "loop-through" VPN where, not only can you use it to access your mailbox on our servers, but you can also access everything else on the Internet via our servers.

   

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You could use the VPN to access your Exchange mailbox with
Outlook 97/2000/2002/XP, but it's more likely you'd use it to:-


Make sure all the traffic between your laptop and the Internet is encrypted when using public WiFi.


Bypass local restrictions on the websites you can browse or programs you can use, such as Skype.


Make your computer appear to be located in the UK so you can access UK-only websites, such as iPlayer, when you're abroad.


This one sounds mad but, if you already use a VPN to access your work network you may find that in some locations the ports required for the VPN are blocked and it doesn't connect.
If you first make a VPN connection to our servers using an SSTP VPN connection, which doesn't need any special ports open to work, you can then make a second VPN connection to your work network. A VPN over a VPN, sounds mad but it works.


We block SMTP traffic to other mail-servers over the VPN to stop infected PCs sending out spam.
At your request we will disable VPN access for any or all the members of your group.

Maybe this is such a great deal for £3.90/month that you just want the VPN connection and don't want a mailbox - that's OK.

 

Use our Servers to host your DNS

If you're current DNS system has some limitations, such as it can't create SPF records, then we're happy to host the DNS for your domains on our servers, free of charge.
Arrowmail has 4 separate DNS servers located in the UK, US and Germany.
It's normal for your Domain Registrar to also host your DNS but, on your Domain Control Panel, there's a section where you can set other DNS servers to be responsible for your domain.
So changing to use our DNS servers doesn't mean changing your Domain Registrar.
There should also be no downtime if we create copies of all your existing DNS records before you switch over.

If you're not having any problems with your current DNS setup then there's no reason to switch to us.

Other Highlights

No minimum number of mailboxes - just one is fine.

Leave at any time and only pay to the end of the current month.

Send email attachments up to 50mb (the recipient's mail-server may well have a lower limit than this).

Maximum allowance for Inbox Rules - 256kb instead of the standard 64kb.

 

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What's
so good
about an Exchange Mailbox?

Push Email - Your mobile phone shows new emails as they come in.
Outlook's Calendar, Contacts and Tasks are synchronised to your phone.


Your phone calls and text messages automatically come to your mobile phone, so why shouldn't your emails, appointments, To Do list and reminders?

   

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These days all smartphones have the ability to maintain an always-open communication channel with an Exchange server, over the Internet, so that when a change occurs in your mailbox, such as a new email arriving, or your assistant adding an appointment to your calendar, this change is instantly "pushed" to your phone.

Send an email from your phone and that change is then pushed back to your mailbox so a copy of the sent email appears in your Send Items when viewed in Outlook.

Because of limited storage and a limited monthly data allowance, a smartphone doesn't hold a complete copy of your Exchange mailbox, but just the important and recent items - you choose how many weeks to go back and what extra folders you need synching to your phone.

iPhones, Androids and Windows Mobiles can sync with Exchange out-of-the-box.

With older Blackberries it's a bit harder as these use a different Push Email system.
Most cell phone operators offer an option for Blackberries to regularly check an Exchange mailbox.
Most modern Blackberries now have the ability to connect to our servers built-in.
The best advice, if your email is on an Exchange server, is not to get a Blackberry.


Here's what you need for Push Email, and what it's likely to cost:-

1 - Buy a Smartphone
£0 to £600 depending on how much your mobile phone operator subsidises the purchase.

2 - Buy a Monthly Mobile Data Package
£10/month if you combine it with a call and text package.
500mb/month is sufficient to have Push Email always enabled but 1gb is safer.
If you plan to use your phone for Push Email outside of the UK then there are likely to be additional charges.

3 - Get access to a Microsoft Exchange server mailbox
£3.90/month from us.
Otherwise you can run your own Exchange server!
You can buy Exchange and Windows Server and Wizards allow you to set everything up quickly and easily.
Back in the real world, there's no greater terror in computing than having to deal with a misbehaving Exchange server.

For reading and writing emails, the bigger your Smartphone's screen and keyboard the better. However, they haven't found a way to squeeze a useful-sized keyboard and screen into a stylish, featherweight phone that goes a week between charges.

If you just want to read emails, make short replies, and have no ambitions to
edit attachments, any smartphone will do.
Perhaps carry a tablet or ultra-portable laptop in your bag for longer replies or working with attachment. Use free WiFi or "Tether" it to your smartphone for Internet access where 3G/4G is available.

If email is important to the way you do business, once you've tried Push Email, you'll never go back!

 

Use Microsoft Outlook to access your mailbox, over the Internet, just as if you were directly connected to an Exchange server in your office.


Outlook with Exchange is the best email system around, especially for sharing Email, Calendar and Contact information between groups of users

   

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Outlook does more than just email, it can also organise your whole business life by:-

1 - Storing all your Contact information.
2 - Providing a calendar to enter your appointments which generates reminders as they approach or are overdue.
3 - Allowing you to keep a "To Do" list and giving a warning when a task's completion date is approaching.
4 - Keeping many years of archived emails instantly available for searching.

When people who work together use Outlook on the same Exchange server,
information can be shared so that:-

1 -

Emails addressed to info@, support@, sales@ etc. can each go to their own
Public Folder where a group of users can be responsible for dealing with them, instead of the emails just going to one individual where, if that person's absent, they'd be missed.
General interest emails, such as newsletters, can also go to a Public Folder for everyone to read and then be automatically deleted after, say, 30 days.

2 -

If you grant an assistant access to your calendar they can make any additions or changes for you, while you're away, which you'll pick up when you next check email remotely.

3 -

Meetings can be arranged by allowing others to see your free/busy status and sending meeting requests through Outlook.
Meeting rooms can also be booked using Outlook.

4 -

You can have the complete mailboxes of other people in your company show up as separate sets of folders in Outlook and can send out emails so that they appear to have come from these other users. This is something that we have to enable and, by default, a user can only see and send from their own mailbox.


Even though you'll always connect to our Exchange server over the Internet, the advanced features still work just as if our Exchange server was in your office.
It's called an Outlook Anywhere connection.
All communication between Outlook and Exchange is strongly encrypted and uses the HTTPS protocol which passes through the majority of firewalls.

Outlook's connection mechanism is optimised for working over the Internet where slowdowns and temporary connection dropouts are common.

Because all of your Outlook data is cached locally, you can continue to read old emails and create new ones during a connection dropout.
Outlook will keep trying to connect and, when it's re-established its connection to Exchange, it will flash a message to let you know.

 

Synchronised Email Folders - whatever PC or mobile device you use to access your email, you'll always see the same set of folders, calendar, contacts and tasks.


If you read email on more than one computer you can end up with your Inbox and Sent Items spread out over several PCs.

What a mess!

   

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Using other email systems you may find, for example, an email you need to re-read and reply to while at work is only on your home PC and so you'll find yourself forwarding emails from one PC to another in order to have the emails you need to hand.

You need Synchronised Email where every computer you work on shows exactly the same set of mail folders.
Don't want to be late home? Save an email you're writing at work in Drafts and then, when you get home, open it from the Drafts folder on your home PC and finish it after dinner.

There are several ways to get synchronised email:-

Webmail, such as Gmail
This is slower than using an email program and requires you to always have an Internet connection, but will work from any PC with an Internet connection and there's no configuration required

IMAP
A good solution for synchronised email folders if you don't use Outlook.

Microsoft Outlook in Combination with Exchange Server
The ultimate email, personal organiser and workgroup sharing solution where everything is synchronised: emails, contacts, appointments, To Do lists and even files.

Arrowmail hosted Exchange Mailboxes support all the above 3 methods of email synchronisation, at the same time!

I've been "synchronised" for over 5 years and, although my emails are now Pushed to me as well, wherever I go, so I can never escape those reminders of all the things I've forgotten to do, the change from unsynchronised to synchronised email was by far the biggest improvement to my email experience.

 

The Master Copy of your mailbox is stored safely on our server, so if you ever have a disaster with your PC, no email data will be lost!


With a POP3 mailbox you download emails so they only exist in one place: in a file on your PC's hard drive. Are you comfortable with this?

   

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When emails are stored on your local PC it's quick to search through old emails, your email program responds instantly to mouse clicks and, if there's a short drop-out on your Internet connection, you won't notice.

With webmail systems, such as Gmail, all your email data is stored securely on a remote server but operations take longer as pages have to be refreshed over the Internet and, if the Internet drops out, the page freezes. Also if the service is ever off-line you can't access your email folders.

With Outlook and Exchange you get the best of both worlds.
Every PC you use Outlook on has a full local copy of your mailbox, and Outlook and Exchange work to keep this synchronised with the master copy.

If your PC is ever lost, stolen or the hard drive fails, all you need to do is enter your Exchange account details into Outlook on another PC and all the contents of your mailbox will be available. Give it a few hours and a new local copy of your mailbox will be downloaded to the new PC.

Not that you need it, but you also have insurance against our servers, and all our backup systems, suffering some disaster.
If Arrowmail suddenly disappeared you'd still have a copy of all your email data, stored locally on your PC, that you could import into another Exchange server or use Outlook in stand-alone mode.

 

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Who would want it?

An individual who needs the best email system available which can link Outlook on all their PCs and provide Push Email to their Smartphone.


A small company that values good communications between its staff and customers, but doesn't want the hassle of operating it's own mail-server.
The total monthly cost of using Arrowmail Hosted Exchange for 10 mailboxes is:-

       10 Employees  x  £3.90  =  £39.00/month


A larger company that relies on Exchange to do business but feels the cost of hardware, software and labour for their in-house system is too expensive.
The total monthly cost of using Arrowmail Hosted Exchange for 50 mailboxes is:-

       50 Employees  x  £3.40  =  £170.00/month

Prices shown don't include VAT

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What
does
it cost?

An individual mailbox with 60 gigabytes of storage is £3.90 per month.
20+ mailboxes with 60 gigabytes of storage are £3.40 per month each.
100+ mailboxes - contact us for our best offer.

No setup fees, no leaving fees, no upgrade fees - just one fixed Monthly Fee.
No long-term commitment - you can always leave, for any reason, at the end of the current month.

Full pricing details are here.

 

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Convince me that Hosted Exchange is better and cheaper than my in-house Exchange server

   OK, I will.

   

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What's the monthly cost of running your own Exchange server?
Let's say you bought a decent Dell PowerEdge server with Windows Server 2012 installed and a UPS for £3500 and it lasts you for 7 years. That's about £44/month.
If the server uses 400w of electricity at 8p/kiloWatthour, that's another £23/month
A next-business-day hardware maintenance contract on the server from Dell would be £33/month giving a total of £110/month.
Let's assume that your existing staff have enough knowledge to configure and administer the server so there are no costs for hiring outside IT help.
£110/month buys you 32 x Arrowmail mailboxes so it looks like for businesses with under 30 employees Hosted Exchange is cheaper.

You may say that you use your server for other things besides Exchange and so you'd need one anyway. Printers these days have networks sockets so don't need a server to be shared, your file-sharing and backups can be handled with a few NAS drives with backups to the Cloud and your Internet router will handle IP address allocation on your network.
However, it may well be that having your own server is the best solution for your business, in which case you could view Microsoft Exchange as just an additional software expense.

We wouldn't dream of running our Hosted Exchange system this way!


1 -

Our server hardware costs nearer to £8000 each with RAID 6 arrays, multiple power supplies and unbelievable amounts of RAM.

2 -

Our servers are at Datacentres with multiple redundant routes to the Internet, an inexhaustible standby power system and a controlled, dust-free environment.

3 -

Most importantly, we use the Database Availability Group (DAG) feature of Exchange 2010 to replicate, in real time, the Exchange databases across multiple physical servers so our system can survive a total server failure with no data loss and just a few minutes of down-time as the backup server takes over.


The single-server system that most businesses use has no redundancy and, because of the quality of modern server hardware, the majority of businesses get away with it!
But not all do and, from my experience, when a server fails it takes between 1 and 2 weeks to get your email system working again. Even if you're taking adequate backups, it can still take many hours to perform a restore, and that's if things go smoothly!

Hosted Exchange, therefore can't compete on price with a single-server in-house Exchange system for companies with 10 or more users. It does, however, provide far more resilience against your email system being unavailable.
Can your company survive its email system being down for a week or more? We get quite a few new customers who have just been through a failure of their own Exchange server and don't want to repeat such a stressful experience.

Other Objections you may have:-

An In-House server is on the same gigabit LAN as the client PCs so it will be quicker.

If you send an email in Outlook from a PC on your LAN to Exchange, also on your LAN, it appears to send, and show-up in your Send Items, instantly.
This is an illusion as your Exchange server still has to actually send it out over your broadband connection, which may take several minutes, depending on its size.
The speed at which emails can be sent and received is the same for Hosted Exchange as in-house Exchange as they all have to pass over your broadband connection.
With an office full of Outlook users accessing an Exchange server on the Internet there will be more traffic than from just one in-house Exchange server sending and receiving emails.
What there won't be is all the spammers using up your Internet bandwidth to try and get your server to let them in and so it works out about even with broadband usage between the 2 systems.
Setting up the profile of an existing user on a new PC will take much longer for the initial sync from a server on the Internet, but you don't do this very often.
Where Hosted Exchange is much faster, compared to an in-house server, is when accessing it from outside the office.
10 remote users accessing an in-house server will be competing with all the office users for bandwidth, and the "A" in ADSL means the the UP speed is 10 times less than the DOWN speed which would be the quoted broadband speed.
Hosted Exchange servers are in datacentres, in the Internet's fast lane, and can handle 1000s of remote users.
Overall then, an in-house server is a bit faster for in-house users but Hosted Exchange is considerably faster for remote users.

With an In-House server all my confidential business email data is under my control, on my premises. If it's all "in the cloud" who knows where it is and who can access it.
True. If you are going to out-source your company's email system, you'll have to trust the out-sourcing company.
Arrowmail's Exchange servers are all located in the UK where the Data Protection act and all other UK laws apply.
We take great care with all aspects of security and customer confidentiality. But anyone could say that.
With Hosted Exchange, Outlook operates in cached mode where every PC you have Outlook setup on, has a local copy of all your email data which is synchronised with the master copy on the server every time Outlook is opened.
Therefore, if your hosting company disappeared overnight, your email data would still be available to access and transfer to another email system.

So to sum up
In some circumstances Hosted Exchange can be cheaper than running your own server, each company is different (for some larger companies it could mean employing less IT staff) but for most companies with 10 or more employees, their own in-house Exchange server will be cheaper.
However, it will never be as reliable as Hosted Exchange.
Imagine no email for a week. Some companies can deal with this without much difficulty but to others it could threaten their survival.
What if your backup of Exchange won't restore when you need it? It's not so unusual for this to happen. After all, who performs test restores of their Exchange server to check their backup system is working and knows the correct procedure to follow?
With a hosting company you trust, the peace of mind can be worth the extra cost of Hosted Exchange.

 

 


Try before you buy

Have a free 1 month trial
Tell us what you need and we'll set it up and get it working - usually in a matter of hours.
Use it free for a month, without obligation, and then decide if it's worth paying to continue.
If you're a company with an existing mail-server, you could have a trial of just a couple of mailboxes first to get a feel for how well our system works, without disturbing all your existing users.


 

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What's the next step?

Give us the details we need to set things up:-


Who are you?

Your name, company name, phone number and email address


How many mailboxes do you want?


1 or 1000?


Make a list of each user's details

(An Excel Spreadsheet is best.)

First Name, Last Name, the password you want, main email address, additional email addresses plus any special requirements.


How are your incoming emails going to get to our servers?

MX records, forwarded from another email system or collected by our system from an external  POP3 mailbox?

Things you need to do:-


Find the username/password/servername of any POP3 mailboxes you want our system to collect email from.


Change the MX records for your domains to point to our servers.


Create an AutoDiscover DNS CNAME record to simplify configuring Outlook and Smartphones.

(Outlook 2016 won't work without one!)


Create an SPF record in your DNS to authorise our server to send out emails from your domain.

(If you can give us the logon details of you domain's DNS control panel, we can do these last 3 things for you.)


Email info@arrowmail.co.uk, call 0800 634 9870 or use the web-form
below to give us the information needed for your free trial.

 

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Your Name:

Company or  
Organisation:


Phone Number:

 

Email Address:


Number of  
Mailboxes:




Main Email  
Domain Name:



   john.smith@




Other Email  
Domain Name:



   john.smith@




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