A new company needs email by Monday
A new company of 25 people has a domain name and no email at all. By Monday, every person needs an address, a mailbox and a way to send.
The technician must choose where the mail lives, set up each person, and tell the world where to send the company's mail.
Key words
| Word | What it means |
|---|---|
| On-premises | kept on the organisation's own servers in its own building |
| Cloud email | email run by a provider on its servers, used over the internet |
| Provider | the company that runs a service for you |
| MX record | a name record that says which server takes a domain's incoming mail |
| DNS | the service that turns a name into a number address |
| Protocol | a set of rules that computers follow to talk to each other |
| Domain | the part of an address after the @, such as example.test |
| Profile | one user's account details and settings |
| Signature | text added to the end of every email a person sends |
| Policy | a written rule an organisation expects people to follow |
The cells students fill in are left blank in this preview.
By the end of this lesson
Note
I can describe the steps of setting up on-premises or cloud email, and explain an MX record.
Starter
Have a go
Starter
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On-premises and cloud email compared
| On-premises | Cloud | |
|---|---|---|
| Where the mail lives | On the firm's own servers | On a provider's servers |
| Who looks after the servers | The firm's support team | The provider |
| Cost shape | Hardware and staff time up front | A fee for each user each month |
| Providers named in the spec | G Suite (now called Google Workspace), Microsoft 365 | |
| Good for | Tight control of the data | Quick start and less to run |
The cells students fill in are left blank in this preview.
The steps of a set-up
- Align with corporate policy. Check the rules on data location, retention and security.
- Configure user profiles. Make a username and password for each person, and an email signature.
- Choose the provider. Pick a cloud provider, or run your own server.
- Choose the protocols. Usually IMAP to read and SMTP to send, with TLS.
- Set the MX record. Tell the world which server takes incoming mail.
- Set the domains for incoming and outgoing mail.
Check: the steps
Have a go
Check: the steps
4 questionsHave a go: your answers are marked here and then forgotten. Sign in if you would like your score kept, and to pick up where you left off.Sign in to keep your score
Your answers are marked here and are not kept. A college account keeps every student’s marks.