Server setup: what to know

What the job involves, what changes the price, and what to ask a pro.

What server setup is

A technician installs and configures a server, covering the hardware, the operating system, user accounts, storage, backups and security for a business. You need it when your business has outgrown shared files and email on individual computers, or when you need a central place for data and applications.

Signs you need it

  • Staff share files by email or by memory sticks and lose track of versions
  • Your business has no central storage and no clear backup
  • Several people need access to the same programs and files at once
  • Your current computer is being used as an informal server and is unreliable
  • You need to set up user accounts and permissions for a growing team

What the pro does

  • Plans the server's role, the storage, the users and the applications it must support
  • Installs the hardware and the operating system, and applies the updates
  • Sets up user accounts, groups and permissions for each team
  • Configures the storage, the file shares and the backups
  • Tests the server, the access and the restore of a file, then documents the setup

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The number of users and the applications the server must run
  • The storage size and the redundancy needed, such as mirrored drives
  • Whether the server is a new machine or an existing one
  • The operating system license and any other software licenses
  • The backup method and where backups are stored
  • Whether remote access or a secure connection is needed

What a written quote should spell out

  • The hardware, the operating system and any software licenses
  • The storage and the backup plan, in writing
  • The user accounts and permissions to be set up
  • Testing and documentation at handover
  • Warranty and support for the server and the setup

Questions to ask before you hire

  • What role will the server play, and what applications will it run?
  • How are the backups made, where are they stored and how are they tested?
  • What happens if a drive fails?
  • Who will manage the server after the setup, and what training is included?
  • Will you give me the admin logins and the documentation?
  • What support and warranty do you offer after the install?

Red flags

  • Sets up a server without a written backup plan
  • Keeps the admin password to themselves with no handover
  • Chooses storage with no redundancy for important data
  • Will not test a restore of a file

What you can do yourself

Write down the users, the applications and the files the business uses, and keep copies of your software licenses and current backups. Do not install a server on your own if the business depends on its data. Hire a technician for the hardware, the setup and the backup plan.

Licenses and permits

A license is usually not required for server setup. Check with your state or local licensing agency about any business registration that applies, and ask the technician to show proof of training or certifications.

Server setup questions

Do I need a physical server or a cloud service?

It depends on your data, your budget and how your staff work. A technician can compare the options and explain the trade offs in writing.

How long does a server last?

It depends on the hardware and how it is maintained. Plan for replacement, and ask the technician for the support period on the hardware.

Can staff use the server from home?

Yes, with a secure connection and proper accounts. Ask the technician how remote access is set up and protected.

Pro reviewers

Pros who offer server setup remotely can improve this guide, like Wikipedia. We check every edit before it goes live. Every approved edit is credited in the edit history and on the pro's profile.

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