UNDERSTANDING MAIL SERVER FUNCTIONALITIES AND BENEFITS

Mail Server Definition

A mail server (or email server) is a computer system that sends and receives email In many cases, web servers and mail servers are combined in a single machine. However, large ISPs and public email services (such as Gmail and Hotmail) may use dedicated hardware for sending and receiving email.

In order for a computer system to function as a mail server, it must include mail server software. This software allows the system administrator to create and manage email accounts for any domains hosted on the server. For example, if the server hosts the domain name “techterms.com,” it can provide email accounts ending in “@techterms.com.”

Mail servers send and receive email using standard email protocol For example, the SMTP protocol sends messages and handles outgoing mail requests. The IMAP and POP3  protocols receive messages and are used to process incoming mail. When you log on to a mail server using a webmail interface or email client, these protocols handle all the connections behind the scenes.

Mail server software is available for multiple platforms. The most popular mail server for windows is Microsoft Exchange Server, an enterprise product used by large businesses. However, many other options exist, including Ipswitch IMail Server, IceWarp Mail Server, MailEnable, and hMailServer. Popular Linux options include Exim for sending mail and Dovecot and Courier for receiving mail.

TYPES OF MAIL SERVERS

Mail servers can be broken down into two main categories: outgoing mail servers and incoming mail servers. Outgoing mail servers are known as SMTP, or Simple Mail Transfer Protocol, servers. Incoming mail servers come in two main varieties. POP3, or Post Office Protocol, version 3, servers are best known for storing sent and received messages on PCs’ local hard drives. IMAP or Internet Message Access Protocol, servers always store copies of messages on servers. Most POP3 servers can store messages on servers, too, which is a lot more convenient.

MAIL SERVER FEATURES

FTGATE 7 GENERAL FEATURE HIGHLIGHTS

  • SMTP/ POP3 / IMAP / HTTP/ LDAP and Proxy services with SSL / TLS support
  • Advanced Access and Security Controls
  • Effective Anti-Spam which can be tailored to your business
  • Extensive Groupware including email, calendars, contacts, tasks and journals
  • Intuitive Webmail works with your browser, or use FTGate Desktop Client
  • Mail Client auto-configure support (e.g. Outlook/Thunderbird)
  • IOS auto-configure support
  • Fast, powerful message processing

FES

  • Easy to Set up and Administer
  • Supports your choice of Anti-Virus
  • Extensive Message Archiving ensures legal compliance
  • Powerful Message Tracking – control your mail at all times
  • Comprehensive logging
  • Fast, reliable Server management
  • Infinite flexibility with .NET Script extensions
  • Highly cost effective

DOMAINS AND MAILBOXES

Supports multiple domains and mailboxes for a complete and comprehensive mailserver implementation.

  • Local and Remote domains
  • Multiple mailbox types
  • Authenticate against local passwords or active directory
  • Mailbox rules for automated message handling
  • Limit access by time and date range
  • Flexible access control system
  • Access via FTGate Web Mail, FTGate Desktop client or IMAP/POP3 clients
  • Message Archiving
  • Full spam filtering
  • Anti-virus support
  • Comprehensive IP based access control system
  • Mobile support

SMTP / ESMTP

The world standard protocol for message transfer between servers is well represented in FTGate with the following main feature components.

  • High performance
  • SMTP Authentication
  • Blacklisting
  • SSL/TLS
  • IP Address based access controls
  • Content Filter Controls
  • Relay protection
  • SPAM Blacklist controls
  • RBL Real time Blackhole Lists
  • Message size control
  • Sender Policy Framework (SPF)
  • Greylisting
  • Whitelisting
  • Whitehosting

IMAP

The world standard for shared mail folder access.

  • Address based access controls
  • User based access controls
  • Custom Trashcan support
  • SSL/TLS support

POP3

The world standard protocol for collecting mail with a mail client from a mail server.

  • Address based access controls
  • User based access controls
  • CAPA support
  • SDPS support
  • SSL/TLS support

IMPORTANCE OF MAIL SERVERS

  1. Importance Of Mail Server Many individuals, groups and organisations still dismiss the importance of a mail server for several reasons such as the costs of subscription and maintenance as well as its technical and technological aspects. But when the benefits of using an email server are considered, its importance becomes apparent and, thus, initial resistance to the installation of the mail server can be overcome. Why then is an email server still important despite the presence of webmail providers like Gmail, Yahoo Mail, and Hotmail?
  2. 3. Let’s look at the reasons. The best mail server like MailEnable provides for an impressive array of email services including features and functions that improve on employee productivity, strengthens organisational communication, and increases the bottom line, among others. These benefits are possible via services that are akin to desktop mail clients but go over and beyond to deliver on features and functions that are customized to the organisation’s requirements in the system. Take a look at a few of the most notable features and functions of the best mail server to understand its overall importance.
  3. 4. #1 HTML Editing and Viewing Emails in HTML format can be viewed and edited using a wide variety of colours, fonts and expressions provided by the mail server itself, thus, allowing for rich text. This is of special importance to corporate communications where important parts of the email should be highlighted via larger and bolder fonts or brighter colours or style in bold, italics and underline, for example. Even emoticons like smileys on more casual emails between employees and managers can make a difference in their office productivity and personal relationships, thus, underlining the value of the mail server outside of the corporate setting.
  4. 5. #2 Multilingual Capabilities The best email server also has multilingual capabilities including spell checking in these languages. Keep in mind that globalization is not just a buzzword in many sectors of society including business, education and governance – it is a reality that every organisation must be aware of and be on board. The more languages like English, French, German, Spanish and Italian that can be effectively used in a mail server, the better it will be for the organisation’s globalisation efforts.
  5. 6. #3 Contacts and Groups Management The best value for the money mail server also provides for the features useful in the management of all contacts and groups on the web browser, which is also the case with standard email clients. Adding and deleting contacts as well as exporting and importing existing contacts from one email client (i.e., Outlook) to the mail server, which is a convenient function in organizations, should be a standard feature.
  6. 7. #4 Calendar Management Yet another standard feature of the best mail server is the ability to manage calendars and, in effect, its schedules, appointments and invitations from both the desktop computers and mobile devices. In an organisation where timing is essential, effective calendar management functions are crucial to its success. Users can set up, send and reply to invitations via the mail server, thus, setting the stage for synchronization of calendars between the concerned individuals where meetings, deadlines and tasks are concerned.
  7. 8. #5 Storage of Files in the Cloud Why allow even the smallest chance of losing files? With the best mail server, users can store their documents, files, and videos in cloud storage. Mailbox owners can then access their folders, publish these files, and store these documents at their own convenience without fear of inadvertently deleting the data.
  8. 9. #6 Filter Spam Nobody except for their senders like spam email for many reasons like these emails can slow down online speed, corrupt files, and undermine security measures, among others. The effective and efficient anti-spam filters in the best mail server will immediately block and remove the spam from the system, thus, enhancing the email experience in so many ways.

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