Do I Need My Own Email Server?

So you’ve taken the plunge and decided to launch your own business. You are now surrounded by to-do lists, proposals, mock-ups, and dreams. In the midst of all this, you have to think about communicating with your potential clients and partners. 

In the electronic age, email is the best way to do this. Instead of being stuck with a standard and forgettable Gmail address, you consider a private email server. This takes your email away from Apple, Microsoft, or Google and gives you individuality. You manage and store your own messages. 

With all the requirements of launching a business, you may be wondering if you need your own email server. 

What is a Private Email Server? 

First off, let’s explain what a private email server is. It is a data drive to store messages before downloading them to a computer or webpage browser. Usually, the server is tied to whoever provides the email – like Gmail and Google, Outlook and Microsoft, and so on. 

A private server doesn’t sit in the bowels of Microsoft or Google. It lives in your home. You set up a disk drive that holds incoming and outgoing messages. You have greater control over storage and access – which heightens your privacy.

A private server has its own responsibilities but does require some work to set up. Email server hosting tutorials help to simplify this process. 


In the benefits column, private email server hosting amplifies privacy. While Google employees are not spending their day reading your emails, you can still expect automatic scanning to create ads or inform Google Assistant of your activities. 

A determined hacker or rogue employee could expose your inbox. Government agencies or law enforcement could subpoena or compel the email provider to provide account content. If you receive an email from your workplace, employees can read everything sent and received. 

A private server doesn’t have this vulnerability. You have full control over presentation and management. You choose everything from spam filter aggressiveness to the message display software.


On the downside, you do have a lot of responsibility on a private email server. This includes ensuring adequate hard drive storage and writing software that you like. The storage may need to be increased as your business grows. Hackers are still a risk. Security is probably the most significant drawback because you sacrifice the security of tech titans like Apple, Google, and Microsoft. 

How to Set Up A Private Email Server 

There are two main ways to set up a private email server. The first involves purchasing hardware, software, and web support. You will likely need an entirely separate computer to host the software. You will need to purchase a domain name for your server, which is the part that follows the “@” symbol in an email address. With a high-speed internet connection, you will set up the software, where coding and other technical aspects come in.

The second option is to hire an IT expert to handle the details for you. Instead of navigating the technical world of servers and hosting, you will pass the burden along. IT experts can configure the server to your needs and offer periodic updates as needed. 

The Bottom Line 

Private email servers take time, money, and effort. They allow you to take control away from big corporations and increase individuality in your business. To some, it adds a layer of authenticity to your business when they email a private server address versus a generic public server address. There are various trade-offs to answering this question, but it ultimately comes down to personal preference.