If you want greater autonomy when storing and sending emails and also want to ensure your data stays secure, setting up your own mail server could be a good idea. Discover the requirements for hosting your own email server and the benefits that come with self-hosting a mail server.

What does a self-hosted mail server do?

A self-hosted mail server allows you to send, receive, and store emails independently of external providers. Your messages are stored exclusively on your own system, giving you full control over configuration, access rights, security, and data privacy.

Unlike traditional email services such as Gmail or Outlook, where data is stored and processed on external servers, with your own mail server, you determine who can access what and when.

Once your self-hosted mail server is set up – and is reliably maintained – your emails remain in your hands and are protected from unwanted access. Although the mail server is set up on a standard computer, the emails can be accessed from any internet-enabled device using the appropriate login credentials.

What are the benefits of hosting your own mail server?

A self-hosted mail server offers numerous advantages – both for businesses and for individuals with higher security needs or specific requirements:

  • Full control over data and communication: All emails are stored on your own server. Third parties have no access.
  • Highest security standards possible: Security measures can be tailored individually with your own firewalls, spam filters, and encryption techniques.
  • Independence from external providers: No restrictions from terms of service, no unexpected price changes or server outages – you decide how your mail server works.
  • Own domain and personalized email addresses: You can create as many email addresses as you like under your own domain.
  • Flexible storage space and no attachment limits: You decide how much storage you want to use for your emails and how large the attachments can be.
  • Custom configuration and customization: You determine whether access is via webmail, IMAP, or POP3. Additional features like calendars or office integration can also be added according to your preferences.
An email server that's secure, powerful, and reliable
  • Highest security standards
  • Automatic encryption with SSL/TLS
  • ISO-27001 certified and geo-redundant data centers
  • IMAP & SMTP

When does it make sense to have self-hosted email?

Opting for a self-hosted mail server is practical if you want greater control over your emails and would like to keep others from accessing your information. This approach is particularly advantageous, because it offers unparalleled flexibility if you need multiple mailboxes for yourself or your team.

A hybrid approach involves using a personal mail server as well as an account with a provider. This strategy allows you to store emails on your own server and send them through an external service. It’s crucial to consistently update your security measures to ensure your data remains protected.

Self-hosted mail server vs. hosted mail service

Criterion Self-hosted mail server Hosted mail service
Control over data Full control over all data Limited control, provider has access to data
Security Highest security, customizable Security is guaranteed by the provider but limited
Costs High initial costs for hardware and software Monthly fees, depending on provider and features
Maintenance & management Requires technical knowledge and regular maintenance Maintenance and updates are handled by the provider
Scalability Flexible, but requires own resources and planning Easily scalable, depending on plan and provider
Email archiving Must be organized by yourself Archiving is usually included
Email hosting services tailored to your needs
  • Personalized email address
  • Access your emails from anywhere
  • Highest security standards

What are the requirements for a self-hosted mail server?

To run a personal mail server successfully, both suitable hardware and up-to-date software solutions and security measures are required.

The first requirement for hosting your own email server is a suitable computer. While various configurations are possible, a compact and low-energy computer, like the Raspberry Pi, is highly recommended.

Additionally, you will need a reliable and continuous internet connection, a stable power supply, ideally with an uninterruptible power supply (UPS), as well as enough storage space for emails and log data.

It is recommended that you assign a static IP address to your server device, such as the Raspberry Pi. This simplifies the setup and reduces the risk of your emails being classified as spam. Also, SPF records and DKIM signatures are essential components of a professional mail server. Additionally, you should definitely configure DMARC policies to further protect your domain from misuse.

For the software side, there are several established mail server plans to choose from. The most commonly used include:

  • Mailu: A lightweight, Docker-based solution with a modern setup
  • iRedMail: A complete package with webmail, antivirus, and spam filter
  • Mail-in-a-Box: Especially beginner-friendly with automated configuration

To encrypt your email communication, you should also enable TLS (Transport Layer Security). This effectively protects your data during sending and receiving from unauthorized access.

If you send emails for business purposes, compliance with the GDPR is also important. Ensure that personal data is only transmitted encrypted and stored securely. To make sure all your emails are securely stored, a professional email archiving solution is helpful – especially if you are subject to legal archiving requirements or send e-invoices.

Also, don’t forget to regularly update your server software and create backups of your data. With appropriate monitoring, you can detect disruptions early and respond accordingly.

What to consider when setting up an email server

Anyone looking to set up an email server should not only focus on the technical infrastructure but also carefully plan the individual steps of the configuration. Key points to consider are selecting an appropriate software stack, setting the DNS entries for the domain, and securing the server.

Essential tasks during setup include configuring mail transfer agents like Postfix, integrating IMAP servers like Dovecot, and implementing webmail solutions. It is also important to properly implement authentication methods such as SPF, DKIM, and DMARC, as well as encrypting connections via TLS.

The method you choose depends on your system knowledge and the server environment in use. A modern option is using containers. Regardless of the chosen setup, you should plan for regular updates, a well-thought-out user and permission management, and comprehensive monitoring and backup strategies. Only then can you ensure a stable and secure mail operation in the long term.

If you want to set up your own email server, we are happy to support you with our detailed article on setting up an email server. There, you’ll learn step-by-step how to successfully implement your own solution.

Mail server with your own domain

It is particularly recommended to set up a mail server with your own domain when professional use is intended. This appears significantly more professional and provides greater brand or business recognition. Additionally, having your own email domain offers better organization when handling multiple mailboxes and simplifies communication with customers and business partners. While this is not strictly necessary for private use, once you set up a mail server with your own domain, you can also use it for your private mailbox.

What else to consider?

Although a personal mail server offers many advantages, there are still aspects you should keep in mind. At the top of the list is the security of your server. Protect your server from spam or unauthorized access by taking care of:

  • diligent control,
  • secure passwords,
  • an up-to-date firewall,
  • consistent backups,
  • and regular updates.

This task isn’t very time-consuming but is essential. Ensuring this level of diligence is particularly important for the acceptance of your mail server. It will help prevent your emails from frequently landing in spam folders.

An email server that's secure, powerful, and reliable
  • Highest security standards
  • Automatic encryption with SSL/TLS
  • ISO-27001 certified and geo-redundant data centers
  • IMAP & SMTP
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