How to Set Up Business Email in VPS: A Step-by-Step Guide

A VPS or Virtual Private Server is a virtualised server in a physical server environment. It’s operating system provides dedicated resources such as CPU, RAM, and storage. VPS is best utilised for hosting business email, as it enables organisations to install, manage, and secure their email infrastructure on their own, providing more flexibility than shared hosting.

Learning how to setup business email in VPS involves hosting your business email system on your own, using virtualised server instead of trusting third-party email hosts. This provides your organisation with increased data privacy, brand control, and technical control. This also means that you have the option to safeguard sensitive communications, preclude ad-bundled exposure, and ensure friction-free cross-device access.

Here is a step-by-step process of how to set up a business email in VPS!

Why Open a Business Email in VPS?

The following are the key advantages of opening a business email in VPS:

1. Brand Awareness - Branded email addresses (e.g., [email protected]) create your brand name and establish credibility in client communication.
2. Spam Control - VPS-hosted emails allow you to build custom anti-spam filters and filter out spoofing and phishing efforts.
3. Better Privacy - Your VPS setup emails aren't used for ads or analytics, unlike the emails setup using a freemail provider.
4. Full Administrator Access - Users, space, backups, and permissions may be configured according to your firm's needs.
5. Scalability - Scale your email accounts with ease as your business expands without the cost of unnecessary features.

Types of Email Servers Used in VPS Hosting

Different types of VPS hosting email servers include:

1. SMTP (Simple Mail Transfer Protocol) is used for delivering email messages from your email client (e.g., Outlook) to the receiving email server.
2. IMAP or Internet Message Access Protocol helps access emails from more than one device. This works best for teams with desktops, mobiles, and tablets.
3. POP3 or Post Office Protocol version 3 helps in loading emails onto one device and removing them from the server. This works best for those who need offline access and do not use a lot of storage.

Requirements for Setting Up Business Email in VPS

To successfully set up a business email in VPS, you’ll need:

• A VPS Hosting Plan
• A registered domain name
• Basic knowledge of email protocols (SMTP, IMAP, POP3)
• Access to a control panel (like SPanel)
• A mail client such as Outlook, Gmail, or Apple Mail

How to Set Up Business Email in VPS

Below is a step-by-step process of how to set up a business email in VPS:

Step 1: Choose the Right Managed VPS Plan

First, collaborate with experts and choose the best hosting solution. Review the choices available there in the form of plans, and compare important features such as processing power, RAM, storage, and monthly bandwidth.

If you’re a startup with limited email traffic, a basic plan should be enough. However, for growing teams handling multiple mailboxes and large attachments, you can go for a higher-tier plan. The goal is to future-proof your operations while staying cost-effective.

Step 2: Configure Your VPS Server Specifications

Once you've selected your plan, click 'Configure Your Server'. It provides you with the choice of configuring your VPS. You select preferred OS (either Linux or Windows), set RAM and hard drive space based on anticipated email usage, and choose other features.

Set up with attention to detail to keep mail running without loss of time or crashing, especially when it needs to be shared among multiple staff.

Step 3: Double-Check Your Installation and Pay

Once your configuration is done, review the order summary carefully. This final check ensures you’ve selected the right plan with the correct settings before proceeding to payment.

It’s best to double-check domain linking options, server specs, and support add-ons. When everything looks good, confirm your order and complete the transaction.

Step 4: Register or Link Your Domain Name

Your company email needs a domain to operate (e.g., [email protected]). If you already possess one, you can link it with your VPS through the hosting solution’s control panel.

Or, you can buy a new domain. Your preference domain is an extension of your company, so ensure it is professional, relevant, and memorable.

Step 5: Set Up Your Email Accounts Using the VPS Dashboard

After your VPS is installed and your domain is pointed, access your SPanel (Simplified VPS Management Panel) and visit the 'Email Accounts' tab.

You can now begin configuring professional email addresses for your staff. Simply input your preferred email (e.g., [email protected]) and choose the corresponding domain from the dropdown menu.

Step 6: Customise Settings using SPanel

SPanel simplifies email space administration, and you can:

• Add accounts for multiple emails
• Apply mailbox storage quotas
• Install authentication parameters
• Activate the spam filter as well as the security features

All these operations of administration are offered by this software to this dashboard so that even a non-tech user can process it.

Step 7: Configure and Initialise Your Email Password

Click the 'Generate Password' button. It will create a secure, encrypted password for your email account.

Use the eye icon to view it and store it in your default password manager or vault. Then click 'Create Email' to finish the setup. You can do this to create multiple accounts for team members or departments if needed.

Step 8: Check and Manage Your Email Accounts

Your email addresses will be shown on the dashboard once you've set them up. You can:

• Reset passwords
• Remove unused accounts
• Perform bulk actions like disabling a set of emails
• Monitor mailbox usage

You can do all of the above from central administration, which gives you unparallelled visibility and control of your company's communication channels.

Step 9 - Further Features to Discover

You can use features like:

• Email Forwarding - Automatically forward incoming emails to another email address (e.g., forward sales@ to your inbox), so collaboration with your team becomes more convenient.
• Autoresponders - Set up out-of-office messages or automated responses to offer improved customer service while away.

Setup Your Favourite Mail Application

After you have signed up for your email account, you can install it on your preferred client with the proper incoming and outgoing server settings.

Supported Clients:

• Webmail – Access via browser anywhere.
• iPhone Mail – Ideal for macOS and iOS users.
• Outlook (Windows) – Business-oriented, full-featured.
• Gmail – Utilise your VPS email with Gmail's IMAP settings.
• Thunderbird – Light, open-source mail client.

Use server mail.yourdomain.com and choose IMAP/POP3/SMTP with SSL encryption. Ensure SMTP authentication is enabled.

Conclusion - Why VPS Email Hosting Matters in 2025

In a time when online attacks are on the rise and seamless communication is in high demand, learning how to set up a business email in a VPS is not a technical skill to master but an investment strategy. With enterprise-grade features, improved branding, and unbeatable security, companies can opt for VPS for a reliable email infrastructure.

Vodien makes this shift effortlessly with its elastic VPS hosting, easy-to-use SPanel interface, and proactive assistance. Upgrade your email infrastructure with Vodien's secure and scalable VPS hosting now.