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Chapter 4.1 - Email

The document discusses the basics of email, including what email is, how it works using a client-server model, and etiquette and management tips for using email effectively. Email allows digital messages to be exchanged between users through email servers that accept, forward, deliver, and store messages. The client-server model involves email clients that interface with users and email servers that receive, send, and store emails and attachments.

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Arnold Abara
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88 views27 pages

Chapter 4.1 - Email

The document discusses the basics of email, including what email is, how it works using a client-server model, and etiquette and management tips for using email effectively. Email allows digital messages to be exchanged between users through email servers that accept, forward, deliver, and store messages. The client-server model involves email clients that interface with users and email servers that receive, send, and store emails and attachments.

Uploaded by

Arnold Abara
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Dayton Metro Library

Computer Science 2
Chapter 4.1: Email Basics
prepared by Lailanie Danila
What is E-mail?

• Electronic-mail – is an
electronic message
transmitted over a
network from one user
to another.
What is E-mail?
• Can be as simple as a few lines of text, or include
attachments such as pictures or documents.
• It is the method of exchanging digital messages
between two or more systems.
• E-mail systems are based on a store-and-forward
model. In which e-mail computer server systems
accept, forward, deliver and store messages on
behalf of user.
• Email made up 75% of network traffic soon after
the introduction of the internet.
Brief History of Email
• The first email systems were developed at SCD
and MIT in 1965. Incompatible with each other,
each system was designed to facilitate message
delivery between users on a single machine.

• Ray Tomlinson invented email back in 1971 –


essentially fostering global business
communication.

• It is the easy & cheapest means of communication


What Makes Up An Email

• The Header
– Who sent the email.
– To whom the mail is sent.
– When the email was sent.
– The email subject.
– The size of the email.
What Makes Up An Email

• The Body
– Contains the message.
– May also contain an attachment.

• Attachments
– If not embedded within the body,
attachments are sent along with the
email.
Parts of an E-mail Address

Username “At” sign Domain Extension

[email protected]
How E-Mail Works
How Email Works
• Different Architectural Models exist
for constructing computer systems.

• Some models include:


– Peer-Peer
– Pipe and Filter
– Implicit Invocation
– Client-Server
How Email Works
Peer-Peer Model

Provided Interface Provided Interface

Peer Peer
Required Interface Required Interface

Provided Interface

Peer
Required Interface
Provided Interface

Filter
Required Interface

Provided Interface

Filter
Required Interface

Provided Interface

Filter
Required Interface
Pipe and Filter Model
How Email Works

Provided Interface

Filter
Required Interface
How Email Works
Implicit Invocation “Bus” Model

Provided Interface Provided Interface Provided Interface Provided Interface

Component Component Component Component


Required Interface Required Interface Required Interface Required Interface

Provided Interface

Bus
Required Interface
How Email Works
Client-Server Model

Provided Interface Provided Interface Provided Interface

Client Client Client


Required Interface Required Interface Required Interface

Provided Interface

Server
Required Interface
How Email Works

• The model that works best for email


is the Client-Server model.

• Clients carry out user interactions


with the email server.
How Email Works
Clients
• Forms in which clients appear:
– Application based - these are installed
onto user’s machines and include
Microsoft Outlook and the freely
available Outlook Express and Eudora.
– Web based - these appear in a web
browser’s window and include Hotmail,
Yahoo and Outlook web client.
How Email Works
Clients
• Clients vary greatly in functionality, but all provide
a basic level of functionality that assists the user.

• Basic functions include:


– Ability to create new emails.
– Display and store received emails.
– Hold address lists of contacts, a calendar, journal and
other extra functions that help organize the user’s
working day.
– The client is also configured with the account information
and names or IP addresses of the email servers with
which it will be communicating.
How Email Works
Servers
• An email server is typically a combination of
processes running on a server with a large
storage capacity – a list of users and rules, and the
capability to receive, send and store emails and
attachments.

• These servers are designed to operate without


constant user intervention.

• Should process emails for months as sending,


receiving and maintenance tasks are carried out
at scheduled times. The client only has to connect
to the email server when it sends and
checks/receives new email.
How Email Works
Servers
• Sometimes it may be permanently connected to
the server to allow access to shared address
books or calendar information – this is typical of a
LAN-based email server.

• Most email servers conduct email services by


running two separate processes on the same
machine.

• One process is the POP3 (Post Office protocol 3)


server, which holds emails in a queue and
delivers emails to the client when they are
requested.
How Email Works
Servers
• The other is the SMTP (simple mail transfer
protocol) server that receives outgoing emails
from clients and sends and receives email from
other SMTP servers.

• These two processes are linked by an internal


mail delivery mechanism that moves mail
between the POP3 and SMTP servers.
How Email Works
Servers
• When the client calls the email server to send or check
for mail it connects to the server on certain TCP/IP ports:
– SMTP on port 25
– POP3 on port 110.
How Email Works
Servers
• Email systems come in various formats,
but the most common rely on a single
server that provides both POP3 and SMTP
services.
• Sometimes, in large organizations, these
services are separated onto different
servers.
• Currently, the majority of email servers use
Windows NT or 2000.
How Email Works
How Email Works
Email Etiquette
1. Clearly summarize your message in the subject
line.
2. Don't use the CC (Carbon Copy) function to copy
your message to everyone.
3. Use BCCs (Blind Carbon Copies) when
addressing a message to a group of people who
don't necessarily know each other.
4. Keep your messages short and focused.
5. Avoid using all capital letters.
Email Etiquette

6. Don’t write anything you wouldn’t say in public.


7. Use a smiley to make sure that a statement is
not misunderstood.
8. Avoid sending e-mail to large number of people
unless you have a legitimate reason to do it.
9. Avoid nasty e-mail.
10. Include your name at the bottom of the message.
How to Manage Your Email

1. Establish separate business and personal


accounts.
2. Develop a routine.
3. Set up your e-mail software for rapid review.
4. Scan new messages and delete spam
immediately.
5. Use filtering.
How to Manage Your Email

6. Organize messages into folders.


7. Write short responses.
8. Prepare boiler plate responses.

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