Mail Server: Why You Need One and the Benefits of Having Your Own
A mail server is a program that transmits electronic messages from one device to another. In this article, we will consider why an email server is needed, what protocols exist, the advantages of having your own mail server, methods for creating corporate email, and also the specifics of mass mailings.
Why you need a mail server
The mail server provides instant email delivery over the internet, where the system of information storage is well-organized. The most common mail servers are Gmail, Outlook, etc.
An important element of this system is the email client. The scheme of its work is as follows: a person logs into the client, writes a message, which goes to the server and then is sent to the recipient.
Email servers are usually used for individual purposes or mass mailing.
What email system protocols are used for
To ensure proper delivery of emails and guarantee security, the following email protocols are used:
- IMAP - transfers emails from the server to the recipient. Messages remain on the recipient's server, which is very convenient. The requests to the server are high because a large amount of information needs to be implemented without reducing the quality. IMAP is recommended as it is considered the most reliable.
- POP3 - performs the same function as IMAP. The difference is that POP3 saves data to the device's memory. When the recipient clicks to view the email, the protocol immediately erases it from the server. This is inconvenient for the user, as they will have to regularly delete unnecessary information.
- SMTP - created to complement the previous two. It sends the email to the server and then to the recipient.
Benefits of creating a personal mail server
- organizing communication between employees;
- mass mailing to customers.
Also, an organization with a personal server can operate even without access to the internet. If there are problems with the internet, the internal network ensures uninterrupted operation.
In addition, a personal server significantly saves traffic for sending large volumes of information.
How to create a business email
Free email service
Email service provided by one of well-known email servers allows performing common functions such as communication with customers, document flow, etc. This method is usually used for personal purposes, but it is also worth considering for small businesses starting out due to its simplicity and cost-effectiveness. The main advantages of this choice include ease of use and saving money. However, the disadvantages include limited storage space, unreliable security, and the lack of a personal domain name with the brand's name.
Email on a domain
A server of your own
In this option, you have both a server and a domain, so the work is configured specifically for your company: setting up forwarding rules, storage limits, and more. In case of failures, you can always identify the source of the problem and quickly restore the system. The downside is the high cost of equipment and personnel.
Mail server for mass mailing
Conclusion
There are three methods of creating email for business: free email on well-known services, email on your own domain, and a personal server, which can be configured to meet the needs of a particular company. The main advantage of a personal server is the ability to provide protection for confidential information and configure operations according to the specific needs of the business.
For mass mailings, a mail server requires a significant investment, so it is more logical to rely on the help of professionals or use special services.