Installing a Communication Server for the Office

communication email server copyEffective communication is the key to managing any business. Whether it is a large scale business or a small scale one, good communication keeps all the tasks and various operations flowing smoothly and efficiently. So how does one bring about this competent communication system for a business in today’s fast moving world? With the help of Information Technology, of course, the advent of digital communication systems has made this job much simpler than it used to be in earlier days. Modern digital tools allow a business to set up a central Communication Server that is well equipped to easily handle all types of contact between the employees of a company. Be it landline or mobile telephony, video calling, Email, audio and video conference calls, Fax, the server is capable of managing all of that and more. The central system also acts as contacts and employee information database and a files server as well. Important documents can be stored within the server and can be accessed by any authorized personnel from any location.

A server that is set up for office communications is also used for providing Email Solutions for the company. For example, the SecuraNET server for communications acts as a virtual post office. All Email communications are transmitted through the server and messages are stored on the server for easy retrieval from any location. The different types of Email protocols, like POP3, SMTP and IMAP are supported by the server. These protocols can be configured as required by the office and can receive Emails either from the internet service provider or directly from the internet. We now live in a world of mobile communication, hence it is essential that the server is able to handle mobile telephony and it allows cellphones to be able to connect with it to send and receive Emails. Smartphones of today can be configured to be tethered to the Email server to handle Email transmission, thus making communication more easy and efficient.

Audio and video calls can be managed quite adeptly through the server that is set up for office communications. The server uses the Voice over Internet Protocol or VoIP to offer a platform for telephony that is more flexible and secure. The number of employees does not matter as the telecommunications server can handle handful employees as well as thousands of them with equal competence. There are certain features and options that improve voice calling functionality. Through the server, a single number can be designated for both landline as well as a mobile phone. And it allows the computer to be used as a dialing station, thereby eliminating the chances of any errors while calling. Just like it is set up as a Communication Email Server, this system also lets the employees make video calls simply with the click of a few buttons. Conference calls are also made easy with this server system. Both video and audio conference calls can be set up with the help the server, using the computer, landline or the mobile phone. Calendar features are available for the input of appointment schedules and various other task reminders. Important files and documents can also be stored centrally on the server for easy retrieval as and when required, from any location. Never before has office communication been more efficient and simplified than with the implementation of a server to handle all possible communications.

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Email Server system for your business

Our world has gradually transformed into one that is greatly dependant on the digital platform. Advancements in Information Technology has brought about major changes in the way we communicate with each other and hand written communiqué has given way to the digital format of Electronic Mail or Email, particularly where business correspondence is concerned. So, how does this Electronic Mail work? The central character in this process is the Email Server. This is like a virtual post office that manages all the Emails passing through it and receives them for the intended contact or sends them off to the required destination. There are various protocols that are used to facilitate the Email exchanging process. When an Email is sent, it uses standard SMTP. This Simple Mail Transfer Protocol forwards the mail to its correct location. This works in tandem with two other protocols that are used for receiving Emails. These are the Post Office Protocol or POP3 server and the Internet Mail Access Protocol or the IMAP server.

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SecuraNET Communication Email Server & Webmail Solutions

The process of sending and receiving Emails through the Mail Server is facilitated by the use of mail clients. These are programs that allow the user to type out an Email and connect to the server to send it across to the addressed person. The mail client also acts as a receiving agent for any Email communication addressed to the user. Some popular Email applications that are used nowadays are Outlook, Thunderbird, Eudora, Pegasus, Gmail, etc. An Email address acts as the unique identifier for a person and when sending or receiving mails, this is what determines where exactly the Email needs to reach. Once sent, the Email passes through the SMTP server, which resolves the Email ID and associated domain for the receiver and then forwards the mail accordingly. If there is an error in the address or a problem with the destination domain, then the server retries four times before rendering the transmission a failure and bouncing the Email back to the sender. If the address is resolved successfully then the SMTP server sends the mail to its address where it reaches the receiver through the POP3 or IMAP server configured at his end.

Email Server Solutions are offered by some companies free of cost, whereas there are paid options too, that offer better features and functionality and a more robust and secure server. These paid servers are mainly meant for business communications, where large amounts of confidential Emails and data are transferred every day. For business purposes, a custom server for Email communication can be set up at any specific location, as required by the company. This allows them to have complete control over the entire Electronic Mail communication system and it also cuts down on the likelihood of the server being compromised by the way of hacking or virus infections. The SecuraNET Mail Server is one such solution that offers its clients the power to be in command of the entire set up. Emails can be sent and received via the LAN or WAN besides the internet. The transmission of Emails is streamlined in a manner that the bandwidth usage is reduced and performance is improved. The SecuraNET system offers greater privacy and security options for the customer, which is greatly required in a business setup. The server is also capable of efficiently operating alongside applications such as the Microsoft Exchange, which allows it to share common contacts databases and authentication points for improved transmission of Emails.

Selecting an the right Email Server for your business

#securanet_mail_serverCommunication is what keeps one person connected with another. It is what facilitates dialogue between businesses and it is also how employees within a company associate with each other to keep all work processes up to date and relay information of any kind. In today’s world of Information Technology, communication has achieved a digital form and one of the most popular and convenient forms of interacting are via electronic mail or Email. This allows the transformation of the practice of letter writing into digital communiqué and adds some bells and whistles to it, not to mention speedier delivery. The backbone of Email communication is the Email Server that processes the mails and receives or sends them to their correct destinations as and when needed. These servers function based of different technologies or protocols. They are – Simple Mail Transfer Protocol (SMTP), Post Office Protocol 3 (POP3) and Internet Message Access Protocol (IMAP).

Like it does for a website, Email transfer works through communication between the client and the server. The client being the machine from which the Email is being sent or the one that is receiving and Email. The server is the central unit that manages all the mail transfers. These servers managing the Emails are machines of high speed and configuration and operate through software programs that are designed to handle Email communication. The server machines are capable of processing millions of client requests in a second. The Email addresses of the sender and the receiver and the domain names attached to them act as the main identifiers that are needed for the transfer of the communication. The SMTP server sends out the Email and the unique Internet Protocol (IP) address associated with each domain and address helps the Email processing server to organize and send out each Email to its designated destination.

>Email service is provided by many vendors and some are free and some are paid services that offer something extra. There are a number of companies that provide Email Solutions to different businesses and they have their own server setup that provides this service to their clients. These Email service providers supply the same basic services as the free service provider, but there are a number of different additional features offered by them that make their service a better option for businesses. When any businesses is searching the market for a good solutions provider to manage his company’s Email service, he should have a checklist to ensure that the service provider that he selects is the right choice for him and gives him good value for money.

The main thing to check in an Email Service provider is the kind of Communication Email Server they use and the technology that they have to offer. The speed and configuration of the server is of utmost importance. And even more important is the security solutions that they have implemented for the server. The communication that is transferred pertains to business data that can be sensitive and confidential. Hence it is very essential that the server dealing with the communication is protected from hacking and virus infections that would damage or cause the loss of business information. Reliability of the server is of top priority. A service provider like SecuraNET ensures that its clients are provided with top class Email service and that the communiqué is kept safe and secure during its transfer and that the server has a near perfect uptime.

Benefits of Using Dedicated Communication Email Server

email serverEmail servers are programs that are used to send and receive multiple messages from more than one computer. Email solutions are not depended on any specific geographical location – emails can be sent to any region of the world 24 hours a day. While there are many public email server systems found in the world such as Gmail, Yahoo mail, and so on, many businesses are seen using and maintaining their own servers. This is called dedicated email server.

Dedicated email servers give complete control of one’s email lists. That is, a professional can use the emailing engine to send and receive any number of messages per day without being answerable to any third party. Public email servers have some restrictions with regard to the number of emails send every day. Sending large number of emails or large files may take longer time to get delivered. However, when dedicated communication email server is used then such problems can be easily resolved.

A completely controlled email server solution can ensure a business privacy, better control and avoidance of any unwanted emails and viruses. Moreover, privately owned email servers don’t have restricted space or time limit – you can send large bulk of emails to multiple recipients at any moment.

There are certain advantages of installing dedicated email solution over the usage of a public server.

Emails reach faster

Using a dedicated server will let you send large volumes of emails within a short span of time. Emails get delivered faster compared to public email servers. It also becomes much easier to open an email attachment or download heavy file rather than to wait for long to open or download the same. Besides, mails reach your inbox faster as well.

Per user mailbox charges nil

A communication email solution doesn’t require you to pay for every user mailbox that you access. Thus, with your own in-house businesses communication server system, you can save cost and at any time access different mailboxes.

Add/remove users without taking permission

There is absolutely no need to take permission from a third party to add or remove a particular user from accessing your email server. For example, you can easily remove an ex-employee from viewing all your business emails henceforth. Similarly, a new joiner can easily be added to access your business emails.

Usage of printers and faxes

Businesses can easily use printers to print out an email hard-copy. Similarly, fax machine can be used to fax an important message to another person.

Elimination of spam mails

Any kind of spam mails, malware, viruses, etc. can be eliminated completely once you start using a business email server. Public email servers easily allow individuals to send you rubbish emails or emails that don’t interest you. However, such spam or unwanted emails can be avoided once you install a business email solution.

Less costly

At a quite low cost, you can get a business email server. Many companies offer great discounts to businesses who wish to purchase a dedicated mail server. Besides, you can maintain full privacy and control using a professional email server solution.

You can use a dedicated server to send as many targeted emails you want at any given time. Through targeted email marketing, businesses can increase their chances of products sale and in turn resulting in higher profit.

Communication Email Server: Interact with Clients and Shareholders Easily

The advancement of technology with each passing day has made it so easy to send a mail from one corner of the globe to another in a few minutes. Now, have you ever wondered how a message from you gets delivered to the intended recipient in real-time? Well, it is because of SMTP, POP3 email servers. Just like a postman, an email server helps in getting a mail delivered to the recipient over the internet. Thus, no physical movement is required when sending a soft-copy mail using an email server.

Nowadays, businesses have got an array of channels to convey their messages to their clients and shareholders. Of the email server systems, SMTP email is regarded as the most efficient one. It is used by millions of individuals and businesses to send and receive important mails, documents, links, and photos within a blink of an eye. Through a SMTP mail server, the sender can be confirmed that the letter has reached its destination without fail. You will get a confirmation notification via an email or as SMS on your mobile phone once the mail is successfully delivered.

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One of the primary advantages of using a communication email server is that people can easily send vital letters, etc. within a short span of time. The traditional method of delivering a letter via the postal service used to take a lot of time in reaching far off locations. A post man in person had to deliver the latter door to door. Again, in case the recipient is not at home right at that moment, the letter remains undelivered or the post man have to visit his home in the next day. With an email server system, such problems can be well addressed. The mail instantly gets delivered in the inbox of the recipient and he can open the mail any time, 24/7 to check the content and take a call to action!

It is very easy to set up a SMTP or Simple Mail Transfer Protocol. While setting up an email program, you need to give the address of your internet service provider’s SMTP server for outgoing emails. As soon as you click the ‘Send’ button, the mail server checks the recipient computer’s domain name and a valid email address. On matching, the server notifies the other computer about the message that is waiting to be delivered. On positive response from the recipient’s mail server, the email reaches the inbox of the other computer. On successful deliverance, an automatic conformation mail reaches your system stating about the status. In case of bounce emails, you will also receive a message stating about the failure.

SMTP emailing system has simplified the process of business communication. Now, professionals can write a message of any length without thinking at what time the same would reach the recipient living in another continent. On sending an email, that message gets broken down into a series of text separated by code words or numbers that identify the purpose of each section. SMTP provides such codes while the communication mail server is developed to understand those codes.

Messages send via email servers are well protected not to fall into the wrong hands. Besides, businesses can prevent from getting spam mails or malware by installing anti-virus software that is easily available in the market.

Importance of Communication Email Server for Businesses

Every business today looks for maintaining its own mail server. It is because a fully controlled business email servers ensures better control, privacy, and elimination of unwanted emails and spamming. Public email server systems have a limited email sending option. Businesses cannot send bulk emails at a time because of restricted usage capacity. There are different forms of email servers found for sending different kinds of emails. For example, there is SMTP, IMAP and POP3 server systems used by businesses all over the world.

To find out the best mail solutions to suit your business, you can consult a professional company. You will find a host of companies on the internet offering different SMTP, IMAP and POP3 servers to meet your specific business needs. Talk with them and then decide which one to go for.

Lets now discuss the advantages of having your own communication email server.

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Why Your Business Need Mail Server?

Emails reach faster

When a mail server is installed in your office premise, it ensures you start sending and receiving emails at a faster rate than previously when you were using public email server system. While receiving bulk emails or opening an email attachment becomes very easy with an in-house dedicated business email server.

Zero per user mailbox charges

While using a business mail server system, you dont have to pay for every user mailbox that you access. Most ISPs charge a set price for usage of different mail boxes. Thus, with your own mail server, you can have anytime access of the mail boxes.

No need to take permission to add/remove users

When you have your own communication email server, you no longer need to take permission to add or remove a user. For example, you can easily remove a person from accessing all internal business emails once he leaves the organization. Again new employees can be instantly added to the server for using the same.

Usage of printers and faxes

Business professionals can easily use printers to take a hardcopy print out of an email. Similarly, fax can be done anytime other than you will get to archive emails that you think are necessary for referring in the future.

Avoiding spam mails

Any type of spam emails, viruses, and malware can be totally eliminated once you install your own mail solution. These bought email servers have applications that scan each received email before you open the same. Similarly, you can avoid getting spam mails in your inbox once you opt for an in-house email server.

Complete privacy

Your emails will be read by you only. No other person can access business emails until you give them the access. You can change the usage policy any time you feel like and restrict its accessibility.

Quite cost-effective

A good benefit of using mail servers is that they come at a low cost with greater control and privacy option. There are a number of professional email server solution providers offering great discounts and prices for a business server. You must purchase the server depending on your business requirements.