How to Set Up an Email Server for Your Business

Many small businesses are still operating without an email server. It’s astonishing when you think about it. With cloud computing providing all sorts of storage and computing power, it seems silly to not take advantage of what the internet has to offer.

Email is an essential part of any business, and as more and more people use messenger apps to engage with customers and stakeholders, it’s only natural that businesses would want to catch up. Setting up an email server is not as difficult as you might think, and with the right tools it can be very straightforward.

Find A Partner

The first step to taking advantage of email is to set up an IMAP (Internet Mail Access Protocol) email account. This is similar to the SMTP (Simple Mail Transfer Protocol) that many people are familiar with. When a person sends an email, the SMTP and IMAP protocols work in tandem to ensure that the email arrives at its destination. Essentially, your email will work like a charm once you have it set up.

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Choose A Hostname

Before you can configure your email account with a mail server, you need to choose a unique and appropriate hostname. The best practice is to use the business name as the hostname, making it easy for people to remember. Nowadays, many webmail platforms allow you to choose a custom domain for your email address so you don’t have to use your business’ name. For example, if your business is called ABC Company and your email address is, people will automatically assume that you’re the owner of the ABC Company.

Set Up Your Mail Server

Once you have your email server set up, it’s time to move on to the next step which is configuring the SMTP and IMAP servers. The SMTP server is responsible for sending outgoing emails, while the IMAP server is used to connect to your email and download new messages as they come in. You can use different tools to configure these servers, such as Webmin for the SMTP server and Cyberduck for the IMAP server. If you’re not sure how to use these tools, consult with a professional web hosting company for help.

Configure Your Email Clients

Next, you need to configure your email clients, like Microsoft Outlook, to connect to the newly set up email server. You can either do this manually or through the use of a tool like Clout, which is a free email client provided by LibreOffice. This tool makes it very easy to maintain a single email address for all your clients.

You need to make sure that all the emails from your servers are delivered to the inboxes of your customers. To do this, you need to add a contact list called a contact group in the Microsoft Outlook client. This group will contain all the email addresses of your customers.

Test Your New Setup

Once you’ve configured your email server and all your clients are running smoothly, it’s time to test it in case there was something wrong with your initial setup. For this, you can use a service like, which is an email address available from GoDaddy. Simply create a new email account with this email address and send an email to it from your desktop email application. Once you confirm that the email has been received, you can be fairly certain that your email server is ready to use.

Now that you have a working email server, it’s time to take advantages of this platform by creating folders and sorting emails into them based on certain criteria. You can create folders for different purposes, like marketing, sales, and project management. You can also sort emails based on how long they’ve been stored on the server. The options are endless when it comes to creating useful rules for your email.

Final Tips

To help you get the most out of your email server, here are some useful tips:

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