At Commercial Networks, we’ve supported insurance brokers across the UK for over a decade, and with Mat and Steve’s background in the insurance industry itself, we understand exactly what brokerages need when it comes to IT. With the recent announcement of the hosted exchange retirement from Applied Systems, many UK brokerages are now facing an unexpected challenge.

Email remains a critical communication tool, especially for insurance brokers handling sensitive client information; we understand how crucial reliable and secure email services are for regulated industries like insurance. That’s why we’re here to break down what this means and how to make the transition smoothly.

Understanding Hosted Exchange Retirement

Applied Systems has long supported insurance brokers with Microsoft Exchange email hosting. However, due to recurring reliability issues and the growing shift toward cloud-based platforms, the company has decided to discontinue its Hosted Exchange service. Reports of delayed or failed email deliveries—especially between brokers and insurers—have only hastened this decision.

Instead of overhauling their infrastructure, Applied Systems has opted to focus on its core software offerings. This move leaves brokerages responsible for finding a replacement email solution, and the clock is ticking.

Why Email Migration for Brokers Requires Planning

Unlike standard consumer email services, migrating brokerage email systems requires careful handling to avoid data loss, downtime, or compliance risks. If your email DNS points to smtp.appliedexch.co.uk, your firm is affected and will need to move to a new provider.

One of the most dependable alternatives is Microsoft Office 365, a platform that not only matches but surpasses Hosted Exchange in security, uptime, and compliance.

Why Microsoft 365 is the Ideal Choice for Insurance IT Support

Office 365 offers significant benefits tailored to the insurance sector. From industry-leading encryption to seamless integration with CRM tools like Acturis and Pure Broking, it’s built to support fast-paced, regulated environments.

Key benefits include:

  • Advanced Security: Multi-factor authentication, spam filtering, and AI-driven threat detection help protect client data.
  • Collaboration Tools: With Microsoft Teams, OneDrive, and SharePoint included, staff can communicate and collaborate more effectively.
  • Compliance-Friendly: Microsoft’s infrastructure supports FCA compliance standards and GDPR, essential for any insurance broker.

Tailored Support for Insurance IT

At Commercial Networks, we’ve worked with the brokerage sector for over a decade. Our team understands the software tools brokers rely on, including Applied Systems, Acturis, and SSP, and we tailor insurance IT support to meet your business goals.

We don’t just move your emails, we ensure that your entire infrastructure is secure, resilient, and built for long-term success. Our Managed IT Services include:

  • Cybersecurity Training for your staff to detect phishing threats.
  • Advanced Email Filtering to block unwanted or malicious messages.
  • 24/7 Endpoint Monitoring through our UK-based Security Operations Centre.

Don’t Delay Your Email Migration

If you’re currently using Applied Systems’ Hosted Exchange, the time to act is now. Migrating to a platform like Office 365 not only ensures business continuity but offers added security and functionality tailored for brokers.

Already on Office 365 but unsure about your setup? We can help boost your Microsoft Secure Score and audit your configuration to ensure compliance with cybersecurity insurance requirements.

Secure Your Email Before the Deadline

Don’t risk disruption or data loss, speak with Mat or Steve at Commercial Networks today. Let us handle your transition with expert care, minimal downtime, and total confidence. Reach out now to schedule your migration consultation.

Further Reading

  1. Microsoft Office 365 Overview
    https://www.microsoft.com/en-gb/microsoft-365
    Official Microsoft 365 page detailing features, security, and business plans.
  2. MXToolbox – MX Record Lookup
    https://mxtoolbox.com/
    Free tool to check your domain’s MX records and verify if you’re using Applied Systems Hosted Exchange.
  3. National Cyber Security Centre – Email Security Guidelines
    https://www.ncsc.gov.uk/guidance/email-security-and-anti-spoofing
    UK government guidance on securing business email systems.
  4. Applied Systems Official Website
    https://www1.appliedsystems.com/
    Stay updated on announcements from Applied Systems.
image showing transition from applied hosted exchange retirement to microsoft 365

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