Know what is happening with your email.
IP Four monitors your Exchange Online mail flow continuously, investigates delivery failures before users notice, and delivers monthly reports on usage, security, and capacity so you always have full visibility.
Full visibility of your Exchange Online environment.
From mail flow monitoring to security threat reports, we give you complete visibility of your Exchange Online environment so problems are identified and resolved before they affect your business.
Mail Flow Monitoring
Mail flow monitored continuously using Microsoft 365 admin centre and third-party tooling. Inbound and outbound email volumes tracked. Anomalies detected and investigated. Delivery failures identified before users report them.
Delivery Failure Investigation
Non-delivery reports investigated and resolved. Bounce codes analysed to identify root cause. Blocklist issues resolved. DNS record problems corrected. Delivery to specific domains investigated and fixed.
Mailbox Usage Reports
Monthly reports on mailbox storage usage, growth trends, and users approaching quota. Shared mailbox usage tracked. Distribution group membership reviewed. Inactive mailboxes identified for licence review.
Security and Threat Reports
Monthly threat protection reports covering phishing attempts blocked, malware detected, and safe links triggered. Defender for Office 365 reports reviewed. Unusual email patterns flagged for investigation.
Licence and Capacity Management
Exchange Online licence usage tracked monthly. Unused licences identified for cost optimisation. Mailbox storage growth projected. Archive usage monitored. Capacity recommendations made before limits are reached.
Service Health and Incident Reporting
Microsoft 365 service health monitored for Exchange Online incidents. Planned maintenance communicated in advance. Incident reports provided when service disruptions affect your organisation. Post-incident reviews available.
From configuration to continuous monitoring.
Monitoring Configuration
Mail flow monitoring configured in Microsoft 365 admin centre. Alert policies set for delivery failures, unusual volumes, and security events. Monitoring dashboards configured for your environment.
Alert Thresholds and Escalation
Alert thresholds configured based on your normal email volumes. Escalation paths defined for different alert types. On-call contacts configured for critical delivery failures outside business hours.
Reporting Templates
Monthly report templates configured covering mail flow, security, mailbox usage, and licence utilisation. Reports scheduled for automatic delivery to agreed recipients each month.
Baseline Establishment
Normal mail flow volumes and patterns documented. Baseline established for anomaly detection. Seasonal variations noted. Unusual patterns identified and investigated during baseline period.
Incident Response Process
Incident response process documented for email delivery failures. Escalation contacts confirmed. Runbooks created for common delivery issues. Response time SLAs agreed.
Continuous Review and Optimisation
Monthly reports reviewed with your team. Trends identified and acted on. Alert thresholds adjusted based on changing email volumes. Quarterly service reviews included.
Email monitoring delivered for UK businesses.
Recruitment Agency, Birmingham
A recruitment agency was experiencing intermittent email delivery failures to certain domains. Candidates were not receiving job offers and clients were not receiving CVs, but the business had no visibility of the problem.
Mail flow monitoring deployed. Delivery failures to affected domains identified within hours. Root cause traced to a blocklist entry. Blocklist removal completed. Monitoring confirmed delivery restored. Zero further failures in 6 months.
E-Commerce Business, Manchester
An online retailer was sending high volumes of transactional email through Exchange Online and needed monthly reports on delivery rates, bounce rates, and any security events affecting their domain reputation.
Monthly mail flow and security reports configured. Delivery rate tracking implemented. Bounce rate monitoring set up. Domain reputation monitoring added. Monthly reports delivered automatically to the operations team.
Independent School, Surrey
A school needed to manage Exchange Online licences across 200 staff accounts and was concerned about storage usage as staff were approaching mailbox quotas. They had no visibility of usage trends.
Monthly mailbox usage reports configured. 23 inactive accounts identified for licence review, saving 460 pounds per month. Archive policies deployed to manage storage growth. Quota alerts configured so IT team is notified before users hit limits.
Ready for full visibility of your email environment?
Book a free email monitoring assessment. We will review your current visibility, identify any monitoring gaps, and give you a clear plan for proactive Exchange Online monitoring and reporting.