Intermedia Exchange Email review: plans, pricing and email features for agencies
Intermedia runs Microsoft Exchange mailboxes for your agency, so your team keeps Outlook while someone else handles the server. Its team moves your old mail for you at no charge.
It fits small and midsize agencies without an IT person. Plans start at $10.60 a mailbox a month billed yearly, with a 3-mailbox minimum.
- Best for
- Agencies that want Outlook and Exchange run and supported by someone else
- Price
- From $10.60 a mailbox a month billed yearly
- Minimum
- 3 mailboxes
- Mailbox size
- Unlimited
- Legal hold
- With the Email Archiving bundle
- AMS connections
- None built in. Works in desktop Outlook like any Exchange mailbox
- Contract
- Yearly or month to month
Our take
Intermedia is hosted Exchange with the hand-holding included. It moves your mail, answers the phone any time and promises 99.999% uptime.
Price the Email Archiving bundle at $13.54 a mailbox, since the base plan has no archive or legal hold. Encrypted email is a separate quoted add-on.
Read the contract before you commit to a year. Leaving early means paying the rest of the term.
Pros
- Migration by Intermedia staff at no added cost
- Unlimited mailbox storage on every plan
- Link scanning and an attachment sandbox on the base plan
- 99.999% uptime promise with service credits
- Phone, chat and email support around the clock
Cons
- 3-mailbox minimum on every account
- Archive and legal hold need a higher-priced bundle
- Encrypted email is a quoted add-on
- Leaving a yearly term early costs the rest of the term
Plans and pricing
| Plan | Billed yearly | Billed monthly | Mailbox | What it adds |
|---|---|---|---|---|
| Exchange EmailMailboxes with standard protection | $10.60 | $11.60 | Unlimited | Spam, link and attachment protection, migration and 24/7 support |
| With Email ArchivingAgencies that must keep recordsAdds legal hold | $13.54 | $14.54 | Unlimited | A tamper-proof archive with search and legal hold |
| With Email Protection PremiumExtra fraud screening | $14.65 | $15.65 | Unlimited | Stronger checks for impersonation and payment fraud |
| With Microsoft 365 AppsDesktop Office included | $18.10 | $19.10 | Unlimited | Word, Excel, PowerPoint and Outlook licenses |
Prices are per mailbox each month in US dollars, as of October 2026, from intermedia.com. Month to month adds $1 a mailbox. Every account needs at least 3 mailboxes.
What it would cost you
Cost per month
First-year cost
Email cost per client a month
Uses the per-mailbox prices in the table above.
Good to know before you buy
- Email Encryption is an add-on on any plan, priced by quote.
- Intermedia can raise prices on 30 days' notice, even during a yearly term.
- Reactivating a closed account within 14 days costs $40 plus any balance.
- Help exporting the archive after you leave is charged by data volume.
Which plan has it
| Feature | Exchange Email | + Archiving | + Protection Premium | + Microsoft 365 Apps |
|---|---|---|---|---|
| Unlimited mailbox storage | ||||
| Link scanning and attachment sandbox | ||||
| Tamper-proof archive and eDiscovery search | ||||
| Legal hold | ||||
| Impersonation and payment-fraud screening | ||||
| Desktop Office apps | ||||
| Encrypted email to clients | Add-on | Add-on | Add-on | Add-on |
| Migration help included |
AMS and CRM connections
| Connects to | Type | How | What it does |
|---|---|---|---|
| Microsoft Outlook | Mail app | Built in | Mail, calendar and contacts in desktop, web and mobile Outlook |
| Intermedia Email Archiving | Archive | Built in | Captures every message into the archive, on the archiving plan |
| Intermedia Email Encryption | Security | Add-on | Encrypts outgoing mail by rules the agency sets |
| Intermedia Unite | Phone and video | Built in | Intermedia's own phone, video, chat and file sharing |
AMS add-ins run through Outlook. Intermedia lists no agency system. An AMS that files mail from desktop Outlook should treat this like any Exchange mailbox, but confirm with your vendor.
Phishing and sign-in protection
- Two-step sign-in
- Yes
- Access rules
- Limit sign-in by IP address and country
- Spam and malware
- Filters mail in and out with several scanning engines
- Link scanning
- Rewrites links and checks the site each time someone clicks
- Attachments
- Unknown attachments open in a sandbox first
- Impersonation and payment fraud
- Screened on the Email Protection Premium plan
Encryption for client documents
Encrypted email to clients
An add-on with a quoted price. Company rules encrypt matching mail on their own, and clients open it through a secure link. Clients can open a message for 30 days.
In transit and at rest
- Mail encrypted in transit and at rest
- Encrypted messages up to 36 MB, with 25 MB attachments
- Up to 250 encrypted messages an hour
Retention, archive and legal hold
- Archive
- A tamper-proof copy of every email, on the Email Archiving plan
- eDiscovery search
- Search with tags across more than 400 attachment file types
- Legal hold
- Yes, on the Email Archiving plan
- Plan needed
- Exchange Email + Email Archiving. The base plan has no archive
- After you cancel
- 30 days to export the archive. Help with the export costs extra
Backup and recovery
- Provider backup
- Kept across several data centers
- Outlook Backup
- At least 500 MB a mailbox for mail stored on the computer, on a schedule you set
- Independent copy
- Your agency picks which mailboxes Outlook Backup covers and how often
Intermedia treats archiving and backup as separate products. Outlook Backup has no service promise of its own.
Domain setup and sending limits
- SPF
- Add include:spf.intermedia.net to your record
- DKIM
- Make the keys in the control panel, then publish a TXT record
- DMARC
- Needs DKIM signing to pass, because the default return address uses an Intermedia domain
- Who edits DNS
- Your agency, at its DNS host
SPF, DKIM and DMARC prove mail from your domain is really yours. Turn on DKIM before you set a strict DMARC policy.
When a producer leaves
Remove or keep the mailbox
Admins add and remove people and mailboxes in the HostPilot control panel.
Keep the mail
On the Email Archiving plan, the archive keeps a copy of every message.
Intermedia publishes no steps for forwarding a former producer's mail.
Getting started
Talk to sales or a partner
Call 1-844-221-2395 or buy through an IT partner.
Plan the move
Intermedia's onboarding team reviews what you have and sets up the account.
Let them migrate
Microsoft-certified staff move mail, contacts and calendars at no added cost.
Test before go-live
They check that every account and folder came across.
Switch over
Point your MX record (where mail goes) to Intermedia and add SPF and DKIM.
Training and setup help are included at no added cost.
Admin and support
- Admin console
- HostPilot, Intermedia's control panel for people, mailboxes and devices
- Admin roles
- Role-based permissions
- Data location
- You can choose the storage region
- Uptime promise
- 99.999% a month, with service credits from 3% of the monthly fee
- Audits
- ISO 27001, with SOC 1 and SOC 2 Type 2 audited data centers
- Support
- Phone, chat and email around the clock
- Where you buy it
- Direct from Intermedia or through a partner
Intermedia also resells Microsoft 365. This page covers its own hosted Exchange.
Contract and your data
- Billing
- Monthly, or a yearly term that runs 12 months after the start month
- Renewal
- Renews on its own for the same term
- Price changes
- 30 days' notice. You can cancel within 30 days of a raise
- Leaving a yearly term early
- You owe every remaining monthly charge for the term, plus unpaid fees
- Refunds
- None for fees already paid on a monthly plan
- After you cancel
- Mailbox data can be deleted 14 days after the account ends. Export first
From Intermedia's master services agreement and hosted Exchange schedule, checked October 2026.
Intermedia Exchange Email alternatives
- Microsoft 365Email only from $4, full suite from $7, a user a month billed yearlyExchange straight from Microsoft, with an Applied Epic Outlook add-in
- Rackspace Email$10 a user a month, month to monthHosted email with phone support around the clock
- Google WorkspaceFrom $7 a user a month billed yearlyGmail with free group inboxes and EZLynx and HawkSoft links
- Zoho Mail and WorkplaceFree for 5 people. Paid from $1 a user a monthLower prices, with legal hold on Mail Premium
See every option in business email providers.
Frequently asked questions
How much does Intermedia Exchange Email cost?
$10.60 a mailbox a month billed yearly, or $11.60 month to month. Every account needs at least 3 mailboxes.
Does Intermedia work with Outlook and my AMS?
It is a real Exchange mailbox in Outlook. Intermedia lists no agency system, so confirm your AMS add-in with your vendor.
Does Intermedia include legal hold?
Only with the Exchange Email + Email Archiving bundle, at $13.54 a mailbox billed yearly.
Will Intermedia move our old email?
Yes. Its onboarding team moves mail, contacts and calendars at no added cost.
Can Intermedia send encrypted email?
Yes, with the Email Encryption add-on, which Intermedia prices by quote.
How we researched this review. We based this review on the pricing, terms and product pages published by Intermedia Exchange Email, reviewed in October 2026, together with our team's experience working with insurance agents and agency owners since 2008.
Corrections
Vendors change their pricing all the time and they don't email us when they do. So if you see a price on here that's gone up, a plan Intermedia Exchange Email quit selling or a contract term that reads different now, let us know and send the link to the page where Intermedia Exchange Email has it. Somebody here pulls up that page and checks it before we change anything on ours.