MailStore User Add-On

What is included in MailStore User Add-On?

Additional User Licenses -- Extend an existing MailStore Server installation's capacity.
Mailbox Consolidation -- One user license covers all their mailboxes.
Shared Mailbox Support -- Shared mailboxes archived without additional user licenses.
License Reallocation -- Freed licenses reassign to new staff members.
Core Capacity -- Scales installations to a maximum of 2,000 users.
Important -- Requires existing MailStore Server and active support.

What are the main benefits of MailStore User Add-On?

The MailStore User Add-On adds user licenses to an existing MailStore Server archive so more employees' mailboxes can be captured and searched. It expands coverage without changing the archive, existing profiles, or stored data.

Grow With Headcount -- Add archiving coverage as the team expands.
No Reinstallation -- New licenses apply to the current archive.
Cost Control -- Pay only for staff you actually archive.
Compliance Coverage -- Brings new hires under retention and search.
Flexible Adjustment -- Reduce the license count later when renewing support.

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What does the MailStore User Add-On do?

The MailStore User Add-On adds user licenses to an existing MailStore Server installation so more employees' mailboxes can be archived and searched. Each user license covers one staff member, and if that person has several mailboxes, all of them are archived under the same license. The add-on applies to your current archive, so existing archiving profiles, retention rules, and stored email are left untouched. It is meant for growing the number of covered people, not for adding new features.

Do I need an existing MailStore Server to use the add-on?

Yes. The User Add-On is not standalone software; it extends an existing MailStore Server installation and requires a valid Update & Support Service to be purchased. Additional user licenses have a minimum order quantity of five, and their support term is aligned with the end date of your existing licenses. New customers without a MailStore Server should start with the Starter Kit, which covers up to five users, before adding more.

How are users counted for licensing?

One user license is required for each staff member whose email is archived or who is given access to the archive. Multiple mailboxes belonging to the same licensed person do not need extra licenses, and shared mailboxes or public folders can generally be archived without additional licenses as long as the staff using them are already licensed. A mailbox that is not assigned to a natural person does require its own user license, and archiving public folders needs at least one license. Counting people rather than mailboxes usually keeps the required number lower than expected.

What happens to a license when an employee leaves?

When a licensed user leaves, deleting that user in MailStore Server releases the license so it can be assigned to a new hire. The departing employee's archive is not deleted; it stays available, and an administrator can keep searching it or share it with other users through the privileges system. This means you can preserve years of email without buying an extra license for the replacement. It is a practical way to keep licensing costs flat during staff turnover.

How large can a MailStore installation grow with additional licenses?

A MailStore Server installation can grow to a maximum of 2,000 users through additional user licenses. Purchases are made in blocks of at least five, calculated on your total license count after the increase. Because the add-on scales the same installation, there is no separate archive to manage as headcount rises. This suits small and mid-sized businesses that expand gradually rather than all at once.

Can I reduce user licenses later if my team shrinks?

Yes, the number of user licenses can be reduced when you renew the Update & Support Service. The total must stay at five or more, and the reduction has to be in steps of at least five licenses. This lets you match licensing to your current headcount instead of keeping seats you no longer use. Downgrades are handled on request at renewal rather than at any point during the term.

Frequently asked questions about MailStore User Add-On

Can external contractors be given access to the archive?

Yes. If a user license is assigned to an external contractor, they can access the archive the same way employees do. This is useful for outsourced IT staff, auditors, or temporary workers who need to search archived mail.

Do these user licenses also apply to MailStore Cloud?

No. Additional MailStore Server user licenses extend an on-premises MailStore Server installation, while MailStore Cloud scales separately by adding its own cloud user licenses and storage. Choose the extension that matches your existing deployment.