Knowledge Base

Email Explained

Feb 13, 2023

Email systems have revolutionized the way we communicate, both personally and professionally. The ability to send and receive messages instantly and at no cost has made email an indispensable tool for billions of people around the world.

But have you ever wondered how these email systems work and what happens to an email after you hit “send”? In this article, we will delve into the inner workings of an email system to better understand how they operate.

Email System Components

An email system is comprised of several components that work together to transmit and receive messages. These components include:

Email Client: An email client is the software application you use to compose, send, and receive emails. Email clients provide a user-friendly interface that makes it easy to manage your emails. They typically have features such as a composer to create new emails, a folder system to organize emails, and a search function to find specific emails. Popular email clients include Microsoft Outlook, Gmail, and Apple Mail.

Mail Server: A mail server is the computer system that stores and manages emails. When you send an email, it is transmitted from your email client to the mail server, where it is temporarily stored until it can be delivered to its intended recipient. The mail server is responsible for routing emails between different email systems and ensuring that emails are delivered to their intended recipients.

Simple Mail Transfer Protocol (SMTP): SMTP is the standard protocol used to transmit emails over the internet. It is responsible for transmitting emails between mail servers and ensuring that messages are delivered to their intended recipients. SMTP uses a series of commands and codes to transmit emails and ensure that they are delivered properly.

Internet Message Access Protocol (IMAP): IMAP is a protocol used to retrieve emails from a mail server and store them on the email client. IMAP allows users to access their email from multiple devices and keeps a copy of all emails on the mail server. This means that users can access their emails from any device and they won’t lose their email if they switch devices.

Post Office Protocol (POP): POP is similar to IMAP, but it downloads emails from the mail server to the email client, and does not keep a copy of the emails on the server. This means that emails can only be accessed from the device that was used to download them. POP is less commonly used than IMAP, but it is still used by some email providers.

Spam Filtering: Spam filtering is a feature that is used to identify and block unwanted messages, known as spam. Most email systems use filters to analyze the contents of incoming emails and determine if they are spam. Spam filters can use a variety of techniques to identify spam, such as checking for specific keywords, analyzing the sender’s reputation, and analyzing the format of the email.

Encryption: Email encryption is a method of protecting the privacy and security of email contents by encoding the email’s contents. Encryption is used to prevent unauthorized access to the contents of an email, even if it is intercepted during transmission. Encrypted emails can only be read by someone with the proper decryption key.

Attachments: Email attachments are files that are included with an email. Attachments can be any type of file, such as images, documents, or audio files. Email attachments allow users to send large files or important documents quickly and easily. Most email systems have a maximum size limit for attachments, but they can be sent in multiple emails if they are too large.

Email Sending

When you send an email, it is first transmitted from your email client to the mail server using SMTP. The mail server then sends the email to its intended recipient’s mail server, where it is temporarily stored until the recipient retrieves it. If the recipient’s email client is configured to use IMAP or POP, the email is downloaded to the recipient’s device, where they can read it.

In Conclusion

Email systems are complex systems that work together to transmit messages between users. The various components, including email clients, mail servers, SMTP, IMAP, and POP, work together to ensure that emails are delivered quickly and securely.

With email systems constantly evolving, it’s safe to say that this indispensable tool will continue to play a significant role in the way we communicate for years to come.