Electronic mail (E-mail)

• Allows users to exchange messages.

• It is an asynchronous communication medium.

• In HTTP,
– the server program is running all the time, waiting for a request from a client.
– when the request arrives, the server provides the service.

• In E-mail:
– It is considered as one-way transaction.
– Sendermay expect a response, but this is not a mandate.

– it is neither feasible nor logical for the receiver to run a server program and wait
until someone sends an e-mail to him.
– the idea of client/server programming should be implemented in another way:
using intermediate servers.
– both the end users run only client programs when they want, and the
intermediate servers apply the client/server paradigm

Electronic mail is computer networks one of the most well-known network

services. Electronic mail is a computer-based service that allows users to
communicate with one another by exchanging messages. Email information is
transmitted via email servers and uses a variety of TCP/IP protocols. For example,
the simple mail transfer protocol (SMTP) is a protocol that is used to send
messages. Similarly, IMAP or POP receives messages from a mail server.
Features Of Electronic Mail
Spontaneity: In a couple of seconds, you may send a message to anybody on the
globe.
Asynchronous: You may send the e-mail and let the recipient view it at their
leisure.
Attachments of data, pictures, or music, frequently in compressed forms, can be
delivered as an e-mail to a person anywhere in the world.
Addresses can be stored in an address book and retrieved instantly.
Through an e-mail, a user can transfer multiple copies of a message to various
individuals.

Email Configuration
1.For email configuration, you need to provide the following details:
From the Settings section, click Configuration from the left panel.
The Configuration page appears. By default, the General tab is set to active.

2.Click the Email Configuration tab.

The Email Configuration page appears.

Email Configuration
For email configuration, enter details for the following fields:
*Protocol: Select the protocol as SMTP (Simple Mail Transfer Protocol) or SMTPS
(Simple Mail Transfer Protocol Secure). By default, the protocol is set to SMTP.
*Host Name: Enter the host name details. The host name is used for
communication on the network, for example, xxxxx.xxxxx.net.
*Port: Enter the port number for the outgoing mail server.
*Default Sender Id: Enter your email ID. The system uses the default sender email
ID to send email notifications, for example, [email protected].
*Security Mode: Based on your requirement, select the security mode from the
drop-down list as None, SSL (Secure Sockets Layer), or TLS (Transport Layer
Security)
Security Mode:-
Abstract
Electronic mail, being the most commonly used service over any computer
network, a user-friendly interface is a must for the E-mail systems. In a networking
environment, in which multiple electronic mail systems run on end-systems,
providing a single user interface for using E-mail systems is of utmost importance.
A mailing system is an automated communication platform designed to facilitate
the sending, receiving, and management of electronic messages. It allows users to
compose, store, and organize emails, ensuring efficient communication across
various devices and networks. The system typically includes key features such as
message creation, sending, receiving, folder management, and security protocols
to protect user data. With support for both text and multimedia content, modern
mailing systems also provide filtering mechanisms, spam detection, and
user-friendly interfaces. They are critical tools for personal, business, and
institutional communication, supporting various standards like SMTP (Simple Mail
Transfer Protocol) for sending emails and IMAP/POP3 for receiving them. The
evolution of mailing systems has seen the integration of cloud storage, advanced
search functionalities, and enhanced mobile access, making them indispensable in
contemporary digital communication.
Architecture of Electronic Mail

First Scenario
In the first scenario, two user agents are required. The sender and recipient of the
e-mail share the same machine directly connected to the server.
For example, let us consider two user agents, Ninja1 and Ninja2. When Ninja1
sends an e-mail to Ninja2, the user agent (UA) programme is used to prepare the
message. Following that, this e-mail gets saved in the Ninja2 inbox.
Second Scenario
In this case, the sender and recipient of an e-mail are essentially users on two
different machines over the internet. User-Agents and Message Transfer
Agents(MTA) are required in this scenario.
Take, for example, two user agents (Ninja1 and Ninja2), as illustrated in the
diagram. When Ninja1 sends an e-mail to Ninja2, the user agent (UA) and message
transfer agents (MTAs) programmes prepare the e-mail for transmission over the
internet. Following that, this e-mail gets stored in Ninja2's inbox.
Third Scenario
The sender is connected to the system by a point-to-point WAN, which can be a
dial-up modem or a cable modem in this case. On the other hand, the receiver is
directly attached to the system, as it was in the second scenario.
The sender also needs a User agent (UA) to prepare the message in this situation.
After preparing the statement, the sender delivers it over LAN or WAN via a pair of
MTAs.
Fourth Scenario
In this scenario, the recipient is linked to the mail server via WAN or LAN. When
the message arrives, the recipient must retrieve it, which needs additional
client/server agents. This scenario requires two user agents (UAs), two pairs of
message transfer agents (MTAs), and a couple of message access agents (MAAs).
Conclusion
E-mail is a communication medium that allows people to connect with
one another. It lets users transmit text messages, along with a file or
other data, worldwide via e-mail. In this article, we have extensively
discussed the Basics of Electronic mail in Computer Networks, its
components, architecture, and various services an e-mail system offers.
Setting up a mailing system on a computer network is a multifaceted
task that involves configuring servers, selecting appropriate protocols,
ensuring security, and providing users with accessible interfaces. Given
the wide variety of tools and technologies available, it is important to
choose the right ones based on the specific needs of the organization or
network. Over time, the mailing system will need to evolve,
incorporating new features, scalability improvements, and security
measures to adapt to changing user needs and emerging threats.
Introduction:
Electronic mail, commonly known as email, is a method of exchanging
messages over the internet. Here are the basics of email:
1.An email address: This is a unique identifier for each user, typically in
the format of [email protected].
2.An email client: This is a software program used to send, receive and
manage emails, such as Gmail, Outlook, or Apple Mail.
3.An email server: This is a computer system responsible for storing and
forwarding emails to their intended recipients.
Electronic Mail (e-mail) is one of most widely used services of Internet.
This service allows an Internet user to send a message in formatted
manner (mail) to the other Internet user in any part of world. Message
in mail not only contain text, but it also contains images, audio and
videos data. The person who is sending mail is called sender and person
who receives mail is called recipient. It is just like postal mail service.
Components of E-Mail System : The basic components of an email
system are : User Agent (UA), Message Transfer Agent (MTA), Mail Box,
and Spool file.
Methodology to set up an email system
1. Planning and Requirements Gathering
Identify Users and Requirements:Understand the number of users, their
needs (e.g., email volume, attachment sizes), and any special features
(e.g., security protocols, spam filtering).
Determine the Type of Email System:Decide on whether to implement
an internal email server (like Microsoft Exchange, Zimbra, or Postfix) or
a cloud-based solution (like Gmail, Office 365, etc.).
Network Infrastructure Assessment:Ensure that your network supports
the necessary bandwidth and reliability for email traffic.
Security Requirements: Plan for email encryption, firewall
configurations, and secure access mechanisms (e.g., SSL/TLS).
2. Set Up Mail Server (SMTP, IMAP/POP3)
-Choose a Mail Server Software:Install and configure an email server
application that supports key protocols such as SMTP (Simple Mail
Transfer Protocol), IMAP (Internet Message Access Protocol), and POP3
(Post Office Protocol 3).
- For SMTP (sending emails), configure the outgoing mail server (e.g.,
Postfix, Exim, or Sendmail).
- For IMAP (retrieving emails), set up the IMAP server (e.g., Dovecot
or Courier).
- For POP3 (retrieving emails), configure the POP3 server (optional,
as IMAP is more commonly used today).
- DNS Configuration: Set up the Domain Name System (DNS) with
appropriate MX (Mail Exchange) records pointing to your mail server’s
IP address for email routing.
 - Set Up Authentication and Encryption: Ensure that the email server
supports encryption (TLS/SSL) for secure transmission. Also, implement
user authentication (e.g., using SASL for SMTP or CRAM-MD5 for
IMAP/POP3).
- Configure Access Control Lists (ACLs): Define permissions and
policies for who can send and receive emails and prevent unauthorized
access.

3. Set Up Web Interface (Webmail)

- Webmail Software Selection:Choose webmail software that allows
users to access their email via a web browser (e.g., Roundcube, Horde,
or SquirrelMail).
- Install and Configure Webmail Interface: Integrate the webmail
application with your mail server, ensuring that users can access their
inboxes, compose, and read emails via a web-based interface.
- Security Measures: Ensure that the webmail interface supports
HTTPS for secure browsing, and configure multi-factor authentication
(MFA) if required.
4. User Setup and Client Configuration
- Create User Accounts:Set up email accounts for users on the mail
server, either manually or through an automated provisioning process
(e.g., using LDAP or Active Directory).
- Configure Mail Clients: Provide users with configuration details for
popular email clients (e.g., Outlook, Thunderbird, or mobile clients) to
connect to the email server using either IMAP/POP3 for retrieval and
SMTP for sending.
Configure Mail Client Settings: For each client, set up:
- SMTP server for sending emails (including authentication details).
- IMAP or POP3 server for receiving emails.
- Security settings, including SSL/TLS encryption.

5. Testing and Monitoring

-Test Email Delivery:Verify that email messages can be sent and
received properly across the network, from internal users to external
addresses and vice versa.
- Monitor Server Performance: Use monitoring tools to keep track of
the server’s performance, email delivery rates, and any potential issues
(e.g., server downtime or blacklisting).
- Spam and Security Checks: Test and configure spam filters (e.g.,
SpamAssassin) and anti-virus protection to block malicious content and
reduce unwanted messages.
6. Backup and Redundancy
- Implement Backup System: Set up automatic backups for the email
server, user mailboxes, and configuration files to prevent data loss.
- Create Redundancy: Ensure that the mail system is highly available
by using failover mechanisms like a secondary mail server or using cloud
services with built-in redundancy.
7. Security and Compliance Considerations
-Secure SMTP Relays: Configure firewalls and relays to prevent
unauthorized SMTP usage (e.g., to avoid spam and relay abuse).
 - Encryption and Privacy Policies: Implement end-to-end encryption
for sensitive emails, especially when dealing with private or business
data.
- Audit Logging:Enable logging and auditing to track access to email
accounts, suspicious activities, and policy violations.
- Compliance: Ensure that your email setup meets relevant legal and
industry regulations (e.g., GDPR, HIPAA, or PCI-DSS), especially when
handling sensitive or private data.
8. Maintenance and Support
- Regular Updates:Ensure the email system and software are kept
up-to-date to patch any security vulnerabilities.
- User Support: Provide a helpdesk or support system for users to
address issues related to email access, configuration, and security.
- Monitor and Adjust: Regularly review the system’s performance,
security protocols, and user feedback to refine the setup.
FUTURE SCOPE
The future of mailing systems will focus on cloud-based solutions,
providing scalability, security, and cost-efficiency. AI and machine
learning will enhance spam filtering, email organization, and security
measures, while enabling automated responses and smart
prioritization. End-to-end encryption and blockchain technologies will
become standard to ensure privacy and prevent data tampering.
Decentralized email solutions may grow, allowing greater control over
personal data and reducing reliance on centralized servers. Zero-trust
security models will be widely adopted to safeguard against internal
and external threats. Integration with unified communication platforms
will streamline email with other communication channels like
messaging and video calls.Serverless architectures and elastic scaling
will improve system efficiency, ensuring reliability during peak email
traffic. Advanced compliance tools will help businesses meet evolving
privacy regulations. Overall, future systems will provide seamless,
secure, and intelligent communication for both individuals and
organizations.