Free tools Windows power users keep installed
One-click scans. No signup required.
MailArchiva is business email archiving and eDiscovery software that stores email for retention and later search, investigation, and export. It is available as self-hosted on-premise software or a hosted cloud service; managed service providers can also use a multi-tenant model. The right choice depends chiefly on who will operate the infrastructure, how many mailboxes you need to archive, and whether you prefer a perpetual license or recurring service.
What MailArchiva does
MailArchiva describes features for retaining and searching email, searching within attachment content, applying retention policies and holds, and exporting material for legal discovery. Its feature list also includes audit trails, authenticity reporting, access controls, encryption, monitoring, and archiving calendars and contacts. These are vendor-described capabilities, not independent assessments of performance or compliance suitability. See the MailArchiva feature list.
The vendor positions the product for IT, compliance, legal and eDiscovery, and executive users. An archive can support operational search and investigation, but organizations should assess their own legal, regulatory, security, and retention requirements before relying on it as a compliance control. MailArchiva’s homepage describes its intended audiences.
Choose a deployment model
The main distinction is who runs the archive and how the service is billed. MailArchiva’s public pages describe the following options; check current terms and obtain a quote before deciding.
The Tool Desk
Outbyte Driver Updater FREEFix the driver behind crashes, sound loss and screen glitchesFind Drivers →Outbyte PC Repair FREERepair Windows errors before they cause bigger problemsFix Now →#1 Best Overall
| Option | Who operates it | Billing and retention described | Key considerations |
|---|---|---|---|
| On-premise | Your organization supplies and operates the server infrastructure. | Per-mailbox perpetual license. The pricing page says support is mandatory in year one and optional annually afterward; the license continues to operate after the first year. The vendor describes the offer as free for businesses with nine or fewer mailboxes. | Hardware is purchased separately. Confirm eligibility for the small-business offer, support and upgrade terms, and infrastructure requirements. |
| Cloud | MailArchiva hosts the service; its cloud overview says local archive hardware is not needed. | Annual per-mailbox service. The vendor describes ten years of retention and unlimited storage as included; historical-data imports may have an additional annual per-GB charge. | Check the available region, import charges, contract terms, and service commitments with the vendor. |
| MSP/partner | A managed service provider can host a multi-tenant service for its customers. | The partner page describes billing per mailbox; other pricing and retention terms are not stated there. | This is a partner-channel model, not a documented affiliate offer. Review program terms directly with MailArchiva. |
Sources: MailArchiva’s on-premise pricing, cloud overview, cloud pricing, and partner program.
What to check before buying
- Mailbox count and tenancy: Estimate the mailboxes to be archived and whether you need one organization or a multi-tenant setup.
- Total operating cost: Compare the perpetual on-premise license plus separately sourced hardware and support against the recurring cloud service. Ask how upgrades, support, and historical-data imports are charged.
- Retention and storage: Confirm that the stated cloud retention and storage terms match your needs, and verify what happens at contract end or if requirements change.
- Data location and service terms: The vendor lists California and Amsterdam cloud regions. Ask which region applies to your account, and review the contract and any applicable security or certification documentation rather than assuming a marketing statement settles your requirements.
- Operational ownership: Self-hosting means your team provides and maintains server infrastructure. Cloud avoids local archive hardware, but leaves hosting operations with the provider.
On-premise infrastructure: server and storage
For an on-premise deployment, MailArchiva says you purchase server hardware separately. Its documentation describes archiving to network storage devices or storage arrays, so network-attached storage may be part of an organization’s design. The cited material does not establish compatibility with a specific server or NAS model, or prescribe a sizing configuration. Use MailArchiva’s current requirements and have your IT team validate capacity, resilience, backup, and recovery plans before purchasing equipment. See the vendor’s on-premise overview and support documentation.
Rank #2
Microsoft 365 and Outlook considerations
Microsoft 365
MailArchiva documents Microsoft 365 journaling and optional folder synchronization. Its help page says folder synchronization requires MailArchiva 8.10.0 or later. Because setup instructions and Microsoft configuration can change, verify the current MailArchiva version and Microsoft 365 requirements before deployment. See MailArchiva’s Microsoft 365 journaling documentation.
Outlook
MailArchiva’s Outlook help page warns that newer Outlook versions have removed access to web folders. Its documented Outlook integration should therefore be treated as version-sensitive, not as a feature guaranteed to work in every Outlook client. Check the current client version and vendor guidance for the specific integration you intend to use: Outlook integration documentation.
Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsHow to interpret MailArchiva’s published claims
MailArchiva’s pages include claims that help describe the vendor’s offering, but they should not be mistaken for independent test results:
- The homepage says more than 1,400 companies use MailArchiva; the year for that figure is not stated.
- The cloud page states a 99.95% uptime SLA; confirm the current contract language and what remedies or exclusions apply.
- The features page says compression can reach up to 60%; this is a vendor-stated maximum, not a typical or independently measured outcome.
Sources: the vendor’s homepage, cloud overview, and feature list.
Rank #4
Is MailArchiva a fit?
MailArchiva is worth evaluating if your organization needs a dedicated business email archive with retention, search, and eDiscovery-oriented features, and you can determine which operating model fits your team. Choose on-premise if you want to run the archive on infrastructure you provide and accept its hardware and support responsibilities; consider cloud if you prefer a hosted, recurring per-mailbox service; and examine the partner model if you are an MSP planning a multi-tenant service. Before committing, validate current pricing, integration requirements, storage and retention terms, and contract details with MailArchiva.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
Quick wins for a faster PC:
Repair Windows errors before they cause bigger problemsFix Now →Scan for outdated or missing drivers - takes under a minuteDriver Scan →
