SMTP Email Server

Accessing emails via a SMTP email server is simple and convenient. This is especially ideal for those who travel or are out of the office for a length of time. Other options include accessing email from your ISP's (Internet Service Provider's) program or the company's email log-in program. However, these programs sometimes leave either reliability or privacy concerns unresolved. Also, some programs remove identifying factors from the email address, which may cause recipients to miss or reject the communication. To resolve these problems, an individual can use an outgoing SMTP server to deliver the message.

A SMTP (Simple Mail Transfer Protocol) server is used to send the message from the program to a mailserver or from one mailserver to another. A protocol is simply a set of rules which governs a situation or program. Normally a user does not think about the process of sending email once his or her computer or device has been set up. At least until something goes wrong, few care to understand the process. However, if the ISP's server often becomes overloaded, or a customer finds emails constantly being mistaken for spam and rejected, the time may have come to take a closer look at an SMTP email server.

The outgoing SMTP server usually works with either a POP (Post Office Protocol) or IMAP (Internet Message Access Protocol). Both protocols are involved with retrieving email from mail servers. The details of the POP or SMTP are usually the realm of the ISP or the IT department. Email services are normally part of a bundle of services an ISP will provide. Once the program is configured and running, an individual tends to forget about how the program works, as long as it does work. (Some people still do not care to know details, as long as everything can be repaired quickly!) However, there are some things to consider in favor of installing a SMTP email server that can run from either your computer or a mobile device.

The best part about using a SMTP email server is that a person can use a single email program no matter where he or she goes or which device is sending the message. Imagine only having to use a single email address for all of the communications which are sent, instead of having to juggle several configurations. Not only is this convenient, but practical as well. Sometimes, if you are using a mobile device and trying to access mail from another ISP, it will not deliver messages that are not coming from one of its own accounts. In one sense this is understandable, for spammers try to be clever and conceal their paths by using a similar technique. However, if a person is a legitimate user trying to send a message, this can be frustrating, especially if an individual has a variety of accounts and devices.

If a person is on the road and can not send or retrieve messages from certain accounts, it can suddenly become impossible to conclude important business matters. Perhaps a person needs to review a set of blueprints to reassure a customer, or obtain permission to finalize a contract. If the access to certain accounts or files is limited, so is a business person's ability to appear organized and professional. With a mobile outgoing SMTP server, a person can send a message from anywhere in the world and use any one of a number of devices or email accounts. Since many businesses have a global presence these days, this is a crucial part of remaining competitive and flexible while conducting global business.

Another spam-related problem is that at times an ISP (and anyone sending emails through its domain) can be blacklisted because of repeated problems with spam. An innocent customer may find that he or she can not send emails. It can be difficult to correct the situation once one has been blacklisted. Less serious, yet equally annoying situations can result from server delays. At times a server may crash or simply be down in order to have necessary maintenance performed. Although no one has discovered exactly why this is so, delays seem to happen in direct correlation to the importance of the message which needs to be sent! Another annoying fact is that the ISP will often replace a domain name with its own server's name. Instead of receiving a message with your brand name as part of the message, this information is replaced by the server's name. This, too, can look less than professional. After spending time and money building up a brand name, does a business person really want clients to receive a message from 'J.Smith@speedymail.com' as opposed to 'J.Smith@Procorp.com'? Speed-related problems can also occur. When a person sends an email message, this does not necessarily mean that the communication is immediately sent on its way. Instead, the item may end up sitting for a while. Factors which influence this are the amount of load the server is experiencing, and the way the computer is configured for performance. With an outgoing SMTP server, however, as soon as the 'Send' button is pressed, the message is actually sent on its way.

Privacy is another issue which may be of some concern. If someone has access to the ISP's mail program, he or she is able to look at all emails which pass through it. Having an outgoing SMTP server eliminates this problem. In this way, sensitive communications have one less factor of exposure. Some of the servers also allow a copy of the emails to be kept. This is a wise precaution for backup in case of emergencies. Such diligence will help the company earn a reputation for careful, forward-looking work. As the author of Proverbs 20:11 notes, Even a child is known by his doings, whether his work be pure and whether it be right. For accomplishing quality work while assuring accessibility, reliability, speed and privacy, having a SMTP email server is definitely a valuable asset.

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