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Working Procedure of Email CN 1

The working procedure of email systems involves 13 steps: (1) the user interacts with an email client to compose a message, (2) the message is sent from the client to an outgoing mail server using SMTP, (3) the outgoing mail server processes the message and uses DNS to resolve the recipient's domain to an IP address, (4) the message is sent to the recipient's mail server using MX records and SMTP, (5) the recipient's mail server stores the message in their mailbox until retrieved.

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63 views4 pages

Working Procedure of Email CN 1

The working procedure of email systems involves 13 steps: (1) the user interacts with an email client to compose a message, (2) the message is sent from the client to an outgoing mail server using SMTP, (3) the outgoing mail server processes the message and uses DNS to resolve the recipient's domain to an IP address, (4) the message is sent to the recipient's mail server using MX records and SMTP, (5) the recipient's mail server stores the message in their mailbox until retrieved.

Uploaded by

sivashriraj1955
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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WORKING PROCEDURE OF E-MAIL SYSTEMS

SHRI RAAM S

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II BCA A

The working procedure of email systems in computer networks


involves several steps to send and receive messages. Here's a
detailed illustration:

1. **User Interface**:

- Users interact with an email client, which is a software application


or web-based service. Examples include Outlook, Thunderbird, Gmail,
etc.

2. **Message Composition**:

- The user creates a new email, entering the recipient's email


address, subject, body, and any attachments.

3. **SMTP (Simple Mail Transfer Protocol)**:

- When the user clicks "Send", the email client communicates with
an outgoing mail server using SMTP.

- SMTP is responsible for sending outgoing messages from the


client to the server.
4. **Outgoing Mail Server**:

- This is also known as the SMTP server. It receives the outgoing


email from the email client and processes it for sending.

- It checks the recipient's email address domain (the part after the @
symbol) to determine where to send the email.

5. **DNS (Domain Name System)**:

- The domain name of the recipient's email address is resolved to an


IP address using DNS servers.

- This process is similar to looking up a phone number in a directory


to find the physical address.

6. **MX (Mail Exchange) Records**:

- MX records are DNS records that specify the mail servers


responsible for receiving email messages on behalf of a domain.

- They point to the email server responsible for handling incoming


emails for a specific domain.

7. **SMTP (Receiving end)**:

- The receiving email server (also known as the incoming mail


server) uses SMTP as well, but this time to receive emails.

- The SMTP server at the recipient's end processes incoming


messages and stores them in the recipient's mailbox.
8. **Mailbox Storage**:

- The email server stores messages until they are retrieved by the
recipient's email client.

- Messages are organized in folders, such as inbox, sent items,


drafts, etc.

9. **POP3 (Post Office Protocol version 3)** or **IMAP (Internet


Message Access Protocol)**:

- These are protocols used by the email client to retrieve messages


from the server.

- **POP3** downloads messages to the client's device and typically


removes them from the server.

- **IMAP** allows messages to be stored on the server and


synchronized across multiple devices.

10. **SPAM and Virus Filtering**:

- Incoming emails are often scanned for spam content and checked
for viruses or malicious attachments by the email server.

11. **Authentication and Security**:

- Email systems use various authentication mechanisms (like


SSL/TLS) to secure the communication between the email client and
the email server.
- Additionally, mechanisms like SPF (Sender Policy Framework)
and DKIM (DomainKeys Identified Mail) are used to prevent email
spoofing and phishing.

12. **Delivery and Notifications**:

- Once the email is received by the recipient's mail server, it is


stored in the recipient's mailbox.

- The recipient's email client (or webmail interface) periodically


checks for new messages and notifies the user.

13. **Read and Respond**:

- The recipient can then open, read, reply to, or forward the email
using their email client.

This process remains largely consistent across computer networks,


regardless of the specific network infrastructure being used.

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