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A mail server is a server that handles the network’s email needs. It is configured with email server software, such as Microsoft Exchange Server. Exchange Server is designed to work with Microsoft Outlook, the email client software that comes with Microsoft Office.

Most mail servers actually do much more than just send and receive email. For example, here are some of the features that Exchange Server offers beyond simple email:

 Collaboration features that simplify the management of collaborative projects

 Audio and videoconferencing

 Chat rooms and instant messaging (IM) services

 Microsoft Exchange Forms Designer, which lets you develop customized forms for applications, such as vacation requests or purchase orders

An increasingly popular alternative to setting up your own mail server is to subscribe to Microsoft’s Exchange Online service. With Exchange Online, Microsoft takes care of all the details of setting up and maintaining an Exchange server. Your Microsoft Outlook clients are configured to connect to the Exchange Online service through the Internet rather than a local Exchange server within your network.