How to build a Local E-mail server?

Question

How to build a Local E-mail server?

Jiaxin Zhang 60

What hardware and software do I need?

Answer accepted by question author

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Answer 1

Hi @Jiaxinzhang,

Welcome to Microsoft Q&A, and thank you very much for reaching out to us.

Based on your description, you're looking to understand the hardware and software requirements for setting up an email server.

From my research, the answer depends on the scale and purpose of your deployment: whether it's for personal use, small business, or enterprise-grade infrastructure.

For hardware, as I checked:

For Personal Use or Small Business:

CPU: Dual-core processor.
RAM: 2–4 GB.
Storage: 20–100 GB SSD.
Network: Static IP with open ports (25, 587, 993, 465).
Backup: External or cloud-based backup solution.

This setup is sufficient for lightweight email traffic and basic mailbox management.

For Enterprise Use:

CPU: Quad-core or higher
RAM: 8–32 GB (or more depending on mailbox volume).
Storage: RAID-configured SSDs for redundancy and performance.
Network: High-bandwidth connection with failover support.
Security: Hardware firewall, intrusion detection/prevention systems.

This setup supports large scale email operations with high availability, security, and advanced features like archiving, compliance, and hybrid integration.

For software: while I don’t have details on third-party solutions, Microsoft offers Exchange Online and Exchange Server:

Exchange Online (For personal use or small team):

A cloud-based email service that’s part of Microsoft 365. No need to manage servers, Microsoft handles everything.

Features: Email, calendar, contacts, anti-spam, and web access via Outlook.
Plans:
- Exchange Online Plan 1: 50 GB mailbox, basic features.
- Exchange Online Plan 2: Adds archiving and compliance tools.
Licensing: Monthly or annual subscription per user.
Deployment: No setup needed, just sign up and start using.

For more information about Exchange Online licenses, you can check this Microsoft article here.

Exchange Server On-Premises (For Enterprises):

A self-hosted solution where you manage the infrastructure, security, and updates.

Features: Full control over email system, advanced compliance, hybrid cloud support.
License editions:
- Standard: Up to 5 mailbox databases.
- Enterprise: Up to 100 mailbox databases.
Licensing:
- Requires a Server License and Client Access Licenses (CALs) for each user.
- CALs come in Standard (basic access) and Enterprise (adds archiving, IRM, etc.).
Deployment: Installed on Windows Server, requires IT expertise.

For more information about Exchange Server licenses, you can check this Microsoft article here.

Additionally, I found an article that provides a general guide on setting up your own email server. Feel free to explore it, it might offer helpful insights for your setup.

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.

If you have any further questions or need clarification, feel free to let me know. I’d be happy to assist you further.

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Jiaxin Zhang 60 Reputation points

2025-10-07T13:19:12.7066667+00:00

For all of three usage, I can easily get these hardware. It seems that I can afford a domain and these hardware. Is open source software safe to use? I will maybe place the server in my home. To avoid kids, I prefer Mac. Buy a Mac mini and a domain, then install open source software, is that right? What open source software should I use?

Thanks!
Kha-N 3,100 Reputation points Microsoft External Staff Moderator

2025-10-07T13:31:52.0433333+00:00

Hi @Jiaxinzhang,

Thank you very much for your response.

As a Microsoft Q&A moderator, I don’t provide specific recommendations for third-party applications, but I’ve done some research to help address your broader questions.

Regarding open-source software: it can generally be safe and reliable, especially when maintained by active communities and widely adopted. However, as with any software, it’s important to vet the source, review its documentation, and ensure it receives regular updates and security patches to minimize risks.

As for using a Mac mini for server hosting: it can be a viable option for certain tasks, particularly in home or small office environments. It offers low power consumption, quiet operation, and a compact design. That said, macOS isn’t traditionally built as a server operating system, and Apple has gradually phased out many server-grade features. For more advanced or scalable server needs, platforms like Windows Server or Linux on dedicated hardware may be more suitable.

Warm thanks.
Jiaxin Zhang 60 Reputation points

2025-10-08T01:51:17.1133333+00:00

Vet the source, review its documentation and ensure it receives regular updates and security patches to minimize risks. Thanks.

You are right. For personal server hosting usage, how many choices do I have? I know Windows Server, Ubuntu Server, and CentOS.

What is Exchange Server? Do you mean that it is not enough to just have a computer and an operating system?

Besides, should I connect my server, smartphone, Tablet, PC, and guests' devices to my router together?

Thanks!
Jiaxin Zhang 60 Reputation points

2025-10-19T07:52:46.5433333+00:00

For software, I know Windows Server has POP3 and SMTP components. Is having a Windows Server enough to build a E-mail server? Why should I use Exchange Server?

Answer 2

Kha-N 3,100 Microsoft External Staff Moderator

Hi @Jiaxinzhang,

Thank you very much for your response.

After reviewing your request, the Exchange Server Standard License appears to be the closest fit for a self-hosted solution. However, please note that this license is primarily intended for enterprise use, and the associated fees may be higher than expected for personal use.

To give you a general idea, I’ve included some illustrative pricing information in the image below. Please note that these figures are approximate and may vary depending on your specific scenario.

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For a more cost-effective and accessible alternative, you might consider Exchange Online or a third-party solution that better suits personal hosting needs.

Warm thanks.

Jiaxin Zhang 60 Reputation points

2025-10-11T14:53:23.35+00:00

How much about one server and several users. I am comparing Windows solution and Linux solution. Linux solution needs IT expert experience. Maybe Windows solution will be more simple. Data security is a very important factor that I care.

Answer 3

Jiaxin Zhang 60

Thanks! Very professional.

Answer 4

Jiaxin Zhang 60

I bought a domain name and a SSL Certificate, and I also bought an Intel NUC. What else do I need and how to build a local E-mail server step-by-step?

Kha-N 3,100 Reputation points Microsoft External Staff Moderator

2025-10-21T10:26:56.7766667+00:00

Hi @Jiaxinzhang,

Thank you very much for your response. Allow me to clarify a few points you mentioned:

Based on my research, you are right, Windows Server can handle basic email functions because it includes SMTP and POP3, which let you send and receive emails at a simple level. For security, it follows Microsoft’s security baseline guidance: recommended settings that help keep Windows environments secure. However, please note that these baselines apply broadly to Windows, not just Windows Server. For personal or small-scale setups, Windows Server is usually enough.

Exchange Server, on the other hand, is Microsoft’s enterprise-grade email and collaboration platform. It offers advanced features like shared calendars, contact management, and stronger security, designed for businesses that need centralized management. Exchange Server is intended for enterprise use and comes with licensing and pricing that reflect that as mentioned previously, which is not fit for your local hosting need.

As for your network question, you could connect all your devices to the same router, but it’s safer to keep your server and main devices on a secure network and use a guest network for visitors. This helps protect your server from unnecessary risks while keeping things simple.

For what else is required after you have bought a domain and hardware: as I checked, you would need to set up MX, SPF, DKIM, and DMARC records for proper email delivery and spam prevention, you would also consider proper software to manage your emails.

For steps-by-steps guide, unfortunately as I checked, Microsoft does not provide detailed instructions for setting up a local email server. I recommend checking user-driven forums or third-party articles for comprehensive guides tailored to your setup.

Warm thanks.

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How to build a Local E-mail server?

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