What Is This Solution?

StrataMail Email Continuity is a complete backup and continuity solution for organizations using Microsoft 365, Google Workspace, or other cloud email platforms. When your primary email service goes down, your team continues working without interruption.

How It Works

During Normal Operation (M365/Google is UP):

1. Inbound email flows: Internet → Your Spam Filter → Microsoft 365
2. StrataMX Backup monitors your M365 endpoint continuously
3. StrataMX carbon copies all mail to StrataMail Archive VPS
4. Users work normally in M365/Google

During Outage (M365/Google is DOWN):

1. StrataMX Backup detects M365 is unreachable
2. New inbound mail automatically routes to StrataMX Backup VPS
3. StrataMX spools messages destined for M365
4. StrataMX carbon copies spooled mail to StrataMail Archive
5. Users access StrataMail Archive via IMAP/SMTP to send and receive email
6. When M365 recovers, StrataMX delivers all spooled messages

Key Benefits

• Zero Downtime: Users send/receive email during M365/Google outages
• Full IMAP/SMTP Access: Outlook, mobile apps, Thunderbird all work normally
• Message History: Access 7-90 days of archived messages during outages
• Automatic Recovery: Spooled messages deliver when M365 comes back
• No Behavior Change: Users work with familiar email clients

Who Needs This?

• Organizations where email downtime causes lost revenue
• Companies with SLAs requiring zero-downtime email
• Businesses experiencing frequent M365/Google outages
• Field workforces requiring constant email access
• MSPs providing white-label email continuity services

What Is the MX Backup VPS?

The StrataMX Backup VPS is a lightweight mail transfer agent (MTA) that spools incoming messages when Microsoft 365 or Google Workspace is unreachable. It also carbon copies all mail to your archive server for IMAP access during outages.

Why It's Small

This server does NOT store long-term archives or handle user mailboxes. Its only jobs are:

• Spool messages temporarily (24-120 hours typically)
• Carbon copy to archive (lightweight forwarding)
• Monitor M365/Google (health checking)
• Redeliver spooled mail when primary recovers

Because it's just queuing and forwarding, it requires minimal resources compared to a full mail server.

Auto-Sizing

The configurator automatically sizes this VPS based on:

• Number of users: More users = more concurrent connections
• Average email size: Larger emails need more temporary storage
• Emails per day: Mail volume affects spool queue size
• Expected outage duration: Longer spooling time needs more storage

Typical sizing: 2 vCPU, 4 GB RAM, 50-200 GB storage

What Happens During Outages

1. Sending servers detect M365 is down
2. They retry delivery to backup MX (your StrataMX VPS)
3. StrataMX accepts and queues the message
4. StrataMX carbon copies message to Archive VPS
5. Every 15 minutes, StrataMX retries delivery to M365
6. When M365 comes back, queued messages deliver automatically

No User Interaction Required

Users never interact directly with this VPS. It operates automatically in the background, handling message spooling and carbon copying without any manual intervention.

What Is the Archive VPS?

The StrataMail Archive VPS is a full-featured email server that users access during Microsoft 365 or Google Workspace outages. It maintains a rolling archive of recent messages and allows users to send and receive email when their primary platform is down.

How It Works

During Normal Operation:

• StrataMX Backup carbon copies all mail to this VPS
• Archive maintains a rolling window (7-90 days configurable)
• Older messages are automatically pruned
• Users typically don't access this server during normal operation

During M365/Google Outages:

• Users temporarily change their IMAP/SMTP settings to point to archive server
• They access recent message history (past 7-90 days)
• They can SEND new messages via archive SMTP
• They can RECEIVE new messages (carbon copied from MX Backup VPS)
• Email clients (Outlook, mobile apps, Thunderbird) work normally

Why This Is Better Than Webmail-Only Solutions

Sizing Requirements

The archive VPS must be sized like a real email server because users interact with it directly:

CPU: Based on user count (same as regular email server)

• 1 vCPU: Up to 50 users
• 2 vCPU: 51-100 users
• 4 vCPU: 101-200 users
• 6 vCPU: 201-400 users
• 8 vCPU: 401+ users

RAM: Based on concurrent connections

• 1 GB: Up to 50 users
• 2 GB: 51-100 users
• 4 GB: 101-150 users
• 8 GB: 151-300 users
• 12-16 GB: 301+ users

Storage: Based on retention period

Formula: Users × Emails per day × Average email size × Retention days

Example: 100 users × 50 emails/day × 0.5 MB × 30 days = ~75 GB

Storage Calculator

The configurator automatically calculates required storage based on your inputs. You can adjust CPU and RAM manually if you have specific requirements, but storage is calculated automatically to ensure adequate space for your retention period.

What Is the StrataMX Service?

The StrataMX Backup Service is the monitoring, configuration, and routing logic that makes email continuity work. This is separate from the MX Backup VPS hardware - it's the service layer that manages failover and message flow.

What's Included

• 24/7 Monitoring: Continuous health checks of your M365/Google endpoint
• Automatic Failover: Instant detection of outages and routing changes
• Carbon Copy Configuration: Setup and maintenance of journaling rules
• DNS Configuration: MX records and backup routing setup
• Unlimited Domains: Cover all domains in your organization
• Alert Notifications: Email/SMS alerts when outages are detected
• Reporting: Monthly reports on uptime and message flow

Pricing

• Monthly: $50.00/month
• Annual: $500.00/year (save ~17%)
• Setup: $39.95 one-time

Always Included in Bundle

The StrataMX Backup Service is always included in the Email Continuity bundle - it's not optional. The service is what makes the VPS hardware function as a continuity solution rather than just spare servers.

How Monitoring Works

1. StrataMX tests your M365/Google mail endpoint every 60 seconds
2. If endpoint fails to respond, immediate retry (3 attempts)
3. If all retries fail, outage is declared
4. DNS routing updates automatically (if managed by us)
5. Alert notifications sent to your team
6. Message spooling begins on MX Backup VPS
7. Monitoring continues every 60 seconds
8. When endpoint recovers, spooled messages deliver automatically

Technical Details

Detection Method: SMTP connectivity tests to your M365/Google mail endpoint (e.g., domain.mail.protection.outlook.com)

Failover Time: Typically 3-5 minutes from outage start to spooling activation

Recovery Time: Automatic detection within 60 seconds of service restoration

Message Delivery: Queued messages begin delivering immediately upon recovery

Spam Filtering Requirement

Email continuity requires spam filtering that supports dual routing destinations. During normal operation, filtered mail routes to M365/Google. During outages, filtered mail routes to StrataMX Backup VPS.

Option 1: No Additional Filtering

Best for: Organizations satisfied with M365/Google's built-in spam filtering

How it works: Use Microsoft 365 or Google Workspace's native spam filtering. Mail routes directly from internet to M365/Google (normal) or StrataMX (during outages).

Cost: $0 (included in M365/Google subscription)

Option 2: SpamWeeder Premium

Best for: Budget-conscious organizations wanting better filtering than M365/Google defaults

Features: Domain-based filtering, enhanced quarantine, 4-day message spooling, supports dual routing

Cost: Domain-based pricing (contact for quote)

Option 3: VIPRE Email Security

Best for: Organizations needing robust malware and phishing protection

Features: Per-user security, advanced threat protection, URL rewriting, attachment sandboxing, supports dual routing

Cost: Per-user pricing with volume discounts

Option 4: Proofpoint Essentials

Best for: Enterprises with strict security requirements and compliance needs

Features: Enterprise-grade filtering, advanced sandboxing, DLP, email encryption, compliance archiving, supports dual routing

Cost: Per-user premium pricing

Option 5: I Have Existing Spam Filter

Critical Requirement: Your existing filter MUST support dual routing destinations. Examples: Barracuda ESG, Mimecast, Cisco ESA (with proper configuration).

What Is Dual Routing?

Dual routing (also called conditional routing or smart host failover) is the ability for your spam filtering service to automatically route clean email to different destination servers based on availability.

Why Email Continuity Requires This

During M365/Google outages, your spam filter needs to detect the outage and automatically route cleaned messages to StrataMX Backup VPS instead of the failed M365/Google endpoint.

How It Works

Normal Operation:

1. Internet → Spam Filter → Clean email routes to M365/Google
2. Spam filter monitors M365/Google endpoint health

During M365/Google Outage:

1. Internet → Spam Filter detects M365/Google is unreachable
2. Spam Filter automatically routes clean email to StrataMX Backup VPS (secondary destination)
3. StrataMX spools messages for M365/Google
4. StrataMX carbon copies to Archive VPS

After Recovery:

1. Spam filter detects M365/Google is back online
2. Spam filter resumes routing to M365/Google (primary destination)
3. StrataMX delivers spooled messages to M365/Google

Filters That Support Dual Routing

• Barracuda Email Security Gateway: Smart host failover (requires proper license)
• Mimecast: Conditional routing rules
• Cisco Email Security Appliance (ESA): Destination controls with failover
• Proofpoint Essentials: Built-in dual routing support
• Microsoft Exchange Online Protection: Transport rules with conditional routing
• VIPRE Email Security: Smart routing with failover
• SpamWeeder Premium: Dual destination support

Filters That May NOT Support Dual Routing

• Entry-level cloud spam filters (single destination only)
• Basic appliances without failover features
• DNS-based filtering services
• Simple SMTP relay services

How to Check Your Filter

1. Review your spam filter documentation for "failover routing" or "conditional routing"
2. Contact your vendor: "Can your service route to multiple destination servers based on availability?"
3. Check for features like "destination server pools" or "smart host failover"

Why Professional Setup Matters

Email continuity involves multiple components that must work together seamlessly: VPS provisioning, MX record configuration, spam filter routing setup, carbon copy rules, monitoring configuration, and failover testing. Our engineering team handles the complete implementation.

Service Tiers

Standard Setup ($750)

What's included:

• MX Backup VPS provisioning and MTA configuration
• Archive VPS provisioning and mail server installation
• StrataMX Service configuration (monitoring, failover, routing)
• Carbon copy / journaling setup
• Standard retention policy (7, 14, 30, 60, or 90 days)
• DNS MX record configuration
• Spam filter routing configuration (if using our filters)
• Failover testing and verification
• Standard documentation

Best for: Organizations with standard M365/Google configurations

Timeline: 3-5 business days

Custom Setup ($1,500)

Everything in Standard PLUS:

• Custom retention policies (selective retention, legal hold features)
• Advanced spam filter integration (existing filters, complex routing)
• Custom scripts for specialized workflows
• Integration with existing authentication systems
• Migration assistance from existing continuity solutions
• Multiple domain configurations with different routing rules
• Extended testing and validation
• Detailed technical documentation

Best for: Complex environments, multiple domains, existing infrastructure integration

Timeline: 5-10 business days

White-Label Setup ($2,000)

Everything in Custom PLUS:

• Complete white-label branding (webmail, control panels, documentation)
• Custom documentation with your company branding
• Reseller control panel configuration
• End-user documentation for your customers
• Technical training for your support team
• API integration for automated provisioning
• Custom monitoring dashboards
• Ongoing consultation during initial rollout

Best for: MSPs, hosting providers, resellers offering continuity services

Timeline: 10-15 business days including training

Self-Managed Setup ($0)

If you have in-house technical expertise and want to configure the continuity system yourself, you can order just the infrastructure (VPS servers + MX Service) and handle configuration internally.

What you receive: Provisioned VPS servers with root access, StrataMX Service credentials, basic setup documentation

Best for: Technical organizations with Linux/email administration expertise

Support: Standard technical support available, but configuration is your responsibility