EMAIL NETWORK AND SERVERS

The primary component of the Email system is a Post office, storage area reserved for mails.

This post office served as central message holder and it has both IN and OUT baskets for each user.

HOW E-MAIL WORKS ON THE INTERNET

E-mail messages are sent in the same way as most Internet data.

The TCP/IP Protocol breaks your messages into the packets, the IP delivered the packets to the proper location, and then the TCP re-assembles the message on the receiving end so that it can be read.

You can also attach binary files (pictures, videos, Graphics) to in your messages. Because the internet is not able to directly handle binary files in email, the file first must be encoded by MIME protocol.

The person who receives the attached binary files (pictures, videos, Graphics) and also called attachments must decode the file with the same way that was used to encode the file. Many email software package do this automatically.   
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EMAIL PROTOCOLS

If you want to send a message to a user running a different messaging program, some translation may be necessary. Because of the complexity involved in having many different systems send and receive messages in different formats, e-mail protocols have become necessary.

SMTP (Simple Mail Transfer Protocol)

  • Establish the TCP/IP connection at the session layer.
  • Used for exchanging the electronic mail.
  • It works with POP3 (post office protocol) protocol.
  • Acknowledge the receiver when the mail is sent.
  • Port Number - 25 
After establishing the TCP/IP connection in the session layer, the sending machine operating as the client and wait Receiving machine which is operating as the Server.

POP3 (Post office Protocol)

  • Provides the mechanism for storing the messages sent to each user and received by SMTP.
  • User can download their mail and print them.
  • Users can also show and read their message if they can't connect with the mail server.
  • Folder management and storage flexibility. 
  • Port Number - 110 

IMAP4 (Interactive Mail Access Protocol)

  • Using this protocol access your email form any machine.
  • The protocol designed to help users who need to use the different types of computers for accessing their email server.
  • You can also add the schedule for email sending.
  • Port Number - 143


MIME (Multi-Purpose Internet Protocol)

  • It is widely used.
  • You can also attach binary files (pictures, videos, Graphics) to in your messages. 
  • Because the internet is not able to directly handle binary files in email, the file first must be encoded by MIME protocol.


STRUCTURE OF EMAIL

An email message contains the five sections -

  • E-mail address
  • Header
  • Body
  • Signature (optional)
  • attachment (s) (optional)

EMAIL ADDRESS

 An email message is composed of two parts,

 a) At the right side of the @ domain name of the mail server
b) Your Personal identity and a/c name on that mail server.
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Syntax of E-mail address

 HEADER
  • The header of the email is the uppermost section.
  • display the information regarding the status of the message, about sender and recipient.
The header contains the following fields -

a) To ;   address of the primary recipient (s)

b) cc;  address of Secondary recipient(s) to whom copy needs to be sent.

c) bcc;  address of Secondary recipient(s) to whom copy needs to be sent but the primary recipient should not know about the despatch of mail to these addresses.  

d) Subject; this is the summary of the entire message.

e) from; The originator/creator of the e-mail.

f) Receiver; E-mail address of the actual sender.

BODY

  • Contains the actual message.
  • No limit of the size of an email message.

ATTACHMENTS

  • It makes more attractive business mail.
  • allows you to attach a file of any email message.
  • Any file formate (word, spreadsheet, document, image, video) can be attached to an email message.
  • Email messages can't contain the viruses.  
  • Email application shows an icon if a message contains any attachment.
SIGNATURE

It is the personal information which automatically appears at the button of the outgoing messages.

It contains the following fields -

a) full name
b) Job title or Designation
c) Organization name
d) Contact Number
e) Physical Address
f) Email Address
g) Website Addresses (URL)

ADVANTAGES OF EMAIL

  • Speed
  • Content
  • Cost
  • Ease of use
  • Receiving messages
  • Multiple copies
  • Send Remainders
  • Easy to understand
DISADVANTAGES OF EMAIL

  • Emotional response
  • Information overload
  • lacks the Personal touch
  • Required internet for access
  • Lots of Spam

  **You reached end of lecture**