In my last column, I spoke about the different types of e-mail and how POP3 e-mail functions. Today, I want to spend some time talking about Microsoft Exchange-based e-mail and how it works.

Microsoft Exchange Server is a messaging and collaborative software product. Its major features consist of electronic mail, calendaring, contacts and tasks, and support for mobile and Web-based access to information, as well as supporting data storage. Exchange can be run as an application on a stand-alone server, or it can come as part of the small-business suite. Until recently, large and small businesses were the only ones who could enjoy the benefits of the software, and in order to do so they had to invest in a server.

Now there is "hosted exchange," which provides all of the same benefits of its parent at a fraction of the cost, with cost as low as $10 per month per mailbox.

The benefits include holding mail in a database or "store," which gives the user the ability to check mail from several different locations, and it's always up to date and current. Unlike the "leave a copy of the message on the server" method employed by traditional POP3 mail, exchange is real time. If you check your mail and delete a message on one computer and later you check your mail from another computer, that message will not come again.

Exchange also offers shared calendars, a tremendous tool for scheduling purposes. Once permission is given, other users within your exchange group can view, create or edit calendar entries. This is a great tool to coordinate schedules without the need to even make a call. You also can create and assign tasks within exchange for other users in your group, giving them details, deadlines and status reports. Exchange even allows you to share contact lists within your group.

The bonus benefit to all of these great tools is exchange's ability to synchronize with smart phone and pocket PC-based cell phones. If you have a data plan on your smart phone or pocket PC, you can sync it with your exchange account and have all of these features and benefits while you are mobile. Imagine creating an appointment while at lunch with someone, and having it automatically show up on your calendar at the office in real time.

Also, when you send an e-mail from your smart phone to someone while using Exchange, it will show up in your sent items folders on your computer.

Do you use Exchange and love it or hate it? Let me know - I would love to hear your thoughts on the subject.

David Spire is the business technology adviser with U.S. Computer Group in Bradenton. He can be reached at 721-6423.