The Mail Server – consisting of software and the machine on which it is installed – performs the function of receiving and sorting e-mails between several computers, differentiating itself from the Mail Client (mail user agent) located on the end user’s machine. The usefulness of the Mail Server is obvious (the alternative would be to go back to paper, ink and stamps), however the standard protocol that manages mail transmission (SMTP) is obsolete and presents security problems, as it does not require user authentication.

If you are the owner of a company, giving up email services is unthinkable, so the ideal solution is to use a Mail Server within your structure, linked to a private domain and equipped with antivirus filter that guarantees, in addition to efficiency, total security. The advantages provided by a reserved Mail Server are many: it is possible to download several mailboxes to a single account, configure an outgoing mail server so as not to be tied to external providers and consult the archive of all e-mail contents without being connected to the Internet. There is no predefined space limit on the size of mailboxes, which are administered independently. Often, when using a public Mail Server, unopened e-mail remains in storage for days in external memory banks, thus risking the privacy of the data contained: with a private Mail Server this danger does not exist. Using the IMAP protocol also guarantees perfect synchronization and traceability of mail, regardless of the client installed. The occupied internet bandwidth is also reduced, because if in a classic scenario all the e-mails are delivered to the external server and then returned to the network (occupying twice the bandwidth), with a private Mail Server the e-mails within the domain transit exclusively internally. As far as antispam and antivirus criteria are concerned, you can decide any configuration policy yourself. Another privilege is the freedom of access to the logs, which allows you to verify the path of each e-mail until it is received by the recipient server; this procedure does not formally replace e-mail, but it still represents an excellent verification tool.

So far we have outlined the advantages included in the possession of a corporate Mail Server, but it is necessary to take into account the fact that such a device, in order to be set up, used and maintained at the best of its functions, requires a certain competence on the part of those who manage it. At this point there are two alternatives: the first – very expensive in terms of time, money and more suitable for large companies – provides training (or inclusion) in the workforce of a specialized team capable of restoring the service at all times, resolving any critical issues. The second option, ideal for small and medium-sized companies, is to use an external IT company that installs a mail server in the company (calibrated on the needs of the latter) and takes care of its management -configuration, synchronization, protection from viruses, spam, etc.- completely remotely. You will be able to take advantage of the benefits of a private mail server, without having to suffer the disadvantages at the same time: this will allow you to devote time and energy solely to the development of your business.

Marcello Argenti

Discover the IT solution proposals regarding mail server: for a lean but effective email management with the ability to connect your communications to your agenda and your address book with a click!