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Table of contents
1.
Introduction
2.
What is Electronic Mail in Computer Networks?
3.
Features Of Electronic Mail
4.
Services offered by Electronic Mail
5.
Components Of Electronic Mail
5.1.
User Agent (UA)
5.2.
Message Transfer Agent
5.3.
Message Access Agent
6.
Architecture of Electronic Mail
6.1.
First Scenario
6.2.
Second Scenario
6.3.
Third Scenario
6.4.
Fourth Scenario
7.
Differences between email and webmail
8.
Different types of Email(Electronic Mail) 
9.
Advantages of Email in Computer Networks 
10.
Disadvantages of Email in Computer Networks
11.
Frequently Asked Questions
11.1.
What is Electronic Mail used for?
11.2.
What are the advantages of electronic mail in computer networks?
11.3.
​​What are the 5 main parts of an email?
11.4.
How can electronic mail be transmitted?
12.
Conclusion
Last Updated: Mar 27, 2024
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Electronic Mail In Computer Networks

Author Akash Nagpal
1 upvote

Introduction

Electronic mail (e-mail) is a computer-based program that allows users to send and receive messages. E-mail is the electronic version of a letter, but with time and flexibility advantages. While a letter can take anywhere from a week to a couple of months to reach its intended destination, an e-mail is sent virtually almost instantly.

Electronic Mail In Computer Networks

Messages in the mail contain not just text but also photos, audio, and video data. A person sending an e-mail is a sender, and the person receiving it is the recipient.

What is Electronic Mail in Computer Networks?

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.

Services offered by Electronic Mail

  • Composition: Creating messages and responses is referred to as composition.
     
  • Transfer: Sending mail from the sender to the receiver is known as a transfer.
     
  • Reporting: Mail delivery confirmation is known as reporting. It allows users to see if 
    their mail has been delivered, misplaced, or rejected.
     
  • Displaying: It refers to presenting messages so that the user can understand them.
     
  • Disposition: This stage concerns the recipient's actions after receiving mail, such as saving it, deleting it before reading it, or after reading it. 

Components Of Electronic Mail

The following are the essential components of an e-mail system:

  1. User Agent (UA) 
  2. Message Transfer Agent (MTA)
  3. Message Access Agent
Components Of Electronic Mail

User Agent (UA)

The User-Agent is a simple software that sends and receives mail. It is also known as a mail reader. It supports a wide range of instructions for sending, receiving, and replying to messages and manipulating mailboxes.

Some of the services supplied by the User-Agent are listed below:

  • Reading a Message
  • Sending a reply to a Message
  • Message Composition
  • Forwarding a Message
  • Handling the Message

Message Transfer Agent

The Message Transfer Agent manages the actual e-mail transfer operation (MTA). Simple Mail Transfer Protocol sends messages from one MTA to another. A system must have a client MTA and a system MTA to send an e-mail. If the recipients are connected to the same computer, it sends mail to their mailboxes. If the destination mailbox is on another computer, it sends mail to the receiver's MTA. 

Message Access Agent

The Simple Mail Transfer Protocol is used for the first and second stages of e-mail delivery. 

The pull protocol is mainly required at the third stage of e-mail delivery, and the message access agent is used at this point.

POP and IMAP4 are the two protocols used to access messages.

Architecture of Electronic Mail

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.

First Scenario of Architecture

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.

Second Scenario of Architecture

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.

third Scenario of Architecture

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).

Fourth Scenario of Architecture

Differences between email and webmail

Feature Email Webmail
Access Requires a dedicated email client or Accessed through a web browser,
  software (e.g., Outlook, Thunderbird). making it platform-independent.
Location Emails stored on the user's device or Emails are stored on remote servers,
  mail server, depending on configuration. accessible from any internet-enabled
    device.
Accessibility Accessible only from the device Accessible from any device with a
  where the email client is installed. web browser and internet connection.
Storage Limits Limited by the user's device or email Generally offers larger storage
  server capacity. capacities, often with cloud storage.
User Interface Dependent on the email client software Interface is standardized, often
  and may vary. providing a consistent experience.
Updates Software updates managed by the Updates are server-side, requiring
  user for client-based email. no action from the end user.
Configuration Requires manual configuration of Webmail services usually require
  email client settings. minimal configuration, primarily
    requiring login credentials.
Integration May have limited integration with Often integrates seamlessly with
  other applications. other online services and apps.
Examples Microsoft Outlook, Thunderbird, Apple Gmail, Yahoo Mail, Outlook.com,
  Mail. and other web-based email services.

Different types of Email(Electronic Mail) 

There are various types of email services and protocols catering to different needs and preferences. Here are some common types:

1. Web-Based Email: Web-based email services are accessed through a web browser, eliminating the need for dedicated email client software. Users can access their emails from any internet-enabled device with a browser, making it a convenient and widely-used option. For example, Gmail, Yahoo Mail, Outlook.com.

2. Client-Based Email: Client-based email requires dedicated email client software installed on the user's device for access. These applications offer a more feature-rich and often customizable experience compared to web-based email clients. For example, Microsoft Outlook, Mozilla Thunderbird.

3. Secure Email Services: Secure email services prioritize end-to-end encryption and advanced security features to protect user privacy and sensitive information. They are often favored by individuals who prioritize secure communication. For example, ProtonMail, Tutanota.

4. Business or Corporate Email: Tailored for business use, corporate email services often include collaboration tools, shared calendars, and enhanced security features to meet the specific needs of organizations. For example, Microsoft Exchange, Google Workspace.

5. Disposable Email Services: Disposable email services provide temporary email addresses for short-term use. Users often utilize them for activities like online registrations or verifications, maintaining privacy. For example, Guerrilla Mail, 10 Minute Mail.

6. Encrypted Email Protocols: Encrypted email protocols focus on securing the content of emails. Technologies like PGP and S/MIME employ encryption techniques to ensure confidentiality in email communication. For example, PGP (Pretty Good Privacy), S/MIME (Secure/Multipurpose Internet Mail Extensions).

7. POP3 (Post Office Protocol 3): POP3 retrieves emails from the server to the local device, typically deleting them from the server. It is commonly used when users want to download and store emails locally.

Advantages of Email in Computer Networks 

  • Email facilitates instant communication, enabling the swift exchange of information over computer networks.
     
  • Sending emails is generally more economical than traditional mail, contributing to cost savings for individuals and businesses.
     
  • Email transcends geographical boundaries, allowing users to communicate globally without the constraints of physical distance.
     
  • Users can access their emails from anywhere with an internet connection, providing convenience and flexibility.
     
  • Email supports the attachment of files, facilitating easy sharing of documents, images, and multimedia content.
     
  • Emails serve as a record of communication, aiding in documentation, reference, and accountability.
     

Disadvantages of Email in Computer Networks

  • Emails are susceptible to security threats such as phishing, spam, and malware, posing risks to user privacy and data integrity.
     
  • Users may face information overload and a cluttered inbox, making it challenging to manage and prioritize messages effectively.
     
  • Email communication relies on internet connectivity; disruptions can impede the timely exchange of messages.
     
  • Lack of visual and auditory cues in emails may lead to misunderstandings, as nuances and tone can be lost in written text.
     
  • Technical glitches, server outages, or email system failures can disrupt communication and lead to loss of important messages.

Frequently Asked Questions

What is Electronic Mail used for?

Computer users on a network can transmit text, images, sounds, and animations to one another via an e-mail system. Email systems are a crucial communication channel between employees and authorities to access large institutions' networks. Many public online systems, which maintain free worldwide communication, also offer e-mail access.

What are the advantages of electronic mail in computer networks?

Some advantages of using electronic email are Mass Sending, Cost-effective, and Advertising. Using Mass sending A user may quickly send a message to many individuals. Email is a low-cost method of communicating with people. Emails are useful for product promotion as businesses can communicate in a short period of time.

​​What are the 5 main parts of an email?

The five main parts of an email are the sender's address, the recipient's address, the subject line, the body containing the message, and any attachments. These components collectively form the structure of an email, facilitating effective communication.

How can electronic mail be transmitted?

An e-mail can be transmitted using the Simple Mail Transfer Protocol, which is a standard communication protocol used for transmitting email messages over the Internet. It is responsible for sending outgoing mail from the sender's email server to the recipient's email server.

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. Check out the Introduction To Computer Network for further topics.

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