Business email is more than a mailbox
Get to know Zimbra Mail Server and plan communication for your team’s working day.
What is an Email Server?
An Email Server sends, receives and stores messages for your organization. It routes outgoing mail to the recipient’s server and keeps incoming messages available through Webmail or an email application.
Addresses on your own domain, such as sales@yourcompany.com, give your business a consistent identity and make departmental accounts easier to manage. TangmoHosting’s Email Server service uses Zimbra Mail Server as its email platform.
Meet Zimbra Mail Server
Zimbra is an email and collaboration platform. Its browser-based Web Client brings email, calendars and contacts together for everyday communication.
Organize your inbox
Folders, tags, search and filters help separate clients and projects and make important messages easier to find.
Calendars and contacts
Keep appointments and contact details together. Sharing and device integration depend on your server’s edition and configuration.
How does email reach its recipient?
- ComposeSend from Zimbra Webmail or an email application.
- SMTP deliversThe outgoing server routes the message to its destination.
- Check and storeThe recipient server applies its policies and stores the message.
- ReadThe recipient opens it using Webmail, IMAP or POP3.
DNS is essential: MX records identify the receiving server, while SPF, DKIM and DMARC help recipients authenticate the sending domain. Correct configuration helps delivery but cannot guarantee inbox placement.
Webmail, IMAP, POP3 and SMTP
Webmail
Use a browser without installing an email app. Sign out when using a shared computer.
IMAP
Synchronizes messages and folders with the server across devices. Deletions may synchronize too, so synchronization is not a backup.
POP3
Downloads messages to a device. Keeping or deleting the server copy depends on the client settings and requires a clear storage plan.
SMTP
Sends mail from applications such as Outlook. Use the server name, port, authentication and TLS settings supplied by our team.
Supported email connections can be used with Outlook and iOS or Android apps. IMAP/SMTP provides email access; it does not automatically provide full calendar and contact synchronization.
When should business email be separate?
Email bundled with Web Hosting may suit a small team. A separate Email Server becomes useful when departments grow, attachments accumulate or email needs its own resource and administration plan.
- Manage account lifecycles: Define naming, onboarding, permission changes and offboarding procedures.
- Allocate storage: Budget shared capacity and per-user quotas, including Sent, Trash and attachments.
- Separate website changes from email: Website and email providers can differ when DNS is configured correctly.
- Plan for growth: Discuss resources, simultaneous connections and daily sending volume with our team.
Protect your business email
Spam and virus filters reduce risk but cannot stop every dangerous message. Check senders and links, and verify sensitive requests such as bank-account changes through a separate trusted channel.
Authenticate your domain
SPF identifies authorized sending sources, DKIM signs messages, and DMARC applies domain-alignment policy. Include all legitimate company sending systems in your plan.
Passwords and encryption
Use unique passwords, avoid sharing personal accounts, connect through HTTPS/TLS and enable multi-factor authentication where your system supports it.
Before selecting a plan or migrating
- Count users, shared addresses and mailboxes to migrate; measure current data size.
- Allow for growth and attachments. Unlimited accounts do not mean unlimited storage or computing resources.
- List applications, devices and calendar/contact/sharing requirements.
- Confirm DNS access and plan consistent MX, SPF, DKIM and DMARC records.
- Back up old data, test destination accounts and agree on a cutover window.
- Test internal and external delivery before cancelling the old service; monitor both systems during DNS transition.
Questions & answers
Can I keep my domain?
Yes. With DNS access, email can point to the new service while your website remains with its existing provider.
Can I use Outlook?
Email can use supported IMAP/SMTP settings supplied by our team. Calendar/contact sync and Outlook Connector require an edition and licensing check.
Will every message reach the inbox?
No guarantee is possible. DNS, sender reputation, content, volume and recipient policies all affect delivery.
Can I migrate existing mail?
Ask the team to review the source system, data volume and access method. Messages, calendars and contacts may require different migration methods; back up and test first.
Find email hosting that fits your team
Tell us your user count, storage needs and existing system for package and migration advice.