A practical switch that trims email spend by matching mailbox size to real usage—without sacrificing security or user experience.
This is the story of several respected Bangladeshi companies—serious about reliability, careful about cost. Their email ran on big, well‑known suites. Every employee, from front desk to field sales, carried the same suitcase‑sized mailbox, even if many only needed a small backpack. The rules were simple but expensive: standard Microsoft business plans gave 50 GB mailboxes by default, with higher tiers offering 100 GB and large archives; it was one size for everyone, whether they filled it or not.
On Google’s side, Business Starter provided 30 GB per user in pooled storage—again counted for each account, even if most never came close.
Admins did their best. They wanted fast search, mobile access, dependable delivery. But paying for big seats on every bus meant many seats rode half‑empty. It felt like buying a full buffet when plenty of staff only needed tea and toast. Costs climbed. The experience stayed fine—but the fit wasn’t right.
Design a solution that keeps enterprise‑grade email while allowing per‑user mailbox quotas (e.g., 5 GB, 10 GB, 30 GB), provides governance and alerts, integrates with existing workflows, and frees budget for higher‑value initiatives.
Apptriangle Limited listened and proposed a straighter path: move the right users to IceWarp, keep power users where they need to be, and size mailboxes to real life. In practice, it felt simple. IceWarp allowed admins to set per‑user, per‑domain, and global disk quotas with clear precedence, so each account carried only what it needed—5 GB, 10 GB, 30 GB, or more when justified. Warnings appeared before anyone hit the ceiling, so people stayed productive without surprises.
Behind the scenes, Apptriangle ran a usage review and saw a familiar pattern: a large group—around 40–50%—used only 5–10 GB of mailbox space and rarely touched heavy collaboration apps. Those users shifted to right‑sized IceWarp mailboxes. Power users either stayed on Microsoft/Google or moved to larger IceWarp quotas. The platform covered email, calendar, and sync with enterprise‑grade administration, and could scale to “all‑in‑one” collaboration later if the business asked. (IceWarp’s limits and policies are designed for this kind of flexible control.)
The change felt like swapping oversized luggage for just‑right carry‑ons. Reliability stayed. Search stayed. Mobile stayed. Waste didn’t. Admins stayed in control, costs fell to match reality, and leaders finally saw an email estate sized to the work, not to a blanket license. Same confidence. Lower spend. A better fit.
