Answer:

How is the email sent to the recipient?

Where is it stored?

how does the recipient reply to it?-

How does email Work?

In this tutorial we will look at the process of sending and receiving email, the hardware and the protocols used when sending email using:

A desktop based email client like Windows Live Mail,

A Web based client.

A Smart Phone or Tablet

Desktop Based Client

For a desktop based client like outlook,windows live mail etc then the diagram below shows the overall process of how email is sent and received.

send-receive-email-desktop-client-process

The email is composed on the email client (C1).

When you hit send the email is transferred to the Email server (S1) using the SMTP protocol.

The email server (S1) belongs to your email PROVIDER e.g.Yahoo.

The email server (S1) needs to deliver the email to the destination server (S2).

side-note-send-receiveMessage transfer between email servers is done using the SMTP protocol

The destination server (S2) holds the recipients mailbox.

There are two choices that sever S1 can make:

It can Deliver the email directly to the destination server S2.

It can send the Email to an Intermediate server S3.

Direct Delivery – If the sever S2 uses direct delivery then it needs to find the email server responsible for the recipient mailbox.

This it does using a DNS lookup and MX records. See Understanding MX records for details.

Indirect Delivery – If it chooses to use an intermediate server (S3) known as an email forwarder then the intermediate server must then choose either a direct delivery, or it can also forward to another server.

Receiving The Email

The sent email will eventually be placed in a mailbox on server S2.

The server S2 is the email server of the email provider for the recipient.

The recipient isn’t notified that her has email.

To find out if he has NEW email the recipient must connect to the email server S2 and check his mailbox.

All desktop based email CLIENTS will have a default email check interval when they check for new email, as well as a manual option.

check-new-email-oe

There are two protocols used for transferring email from an email server to a client they are POP3 and IMAP4.

Note : SMTP is not used for receiving email on an email client.

POP3 is the oldest protocol, and was at one time the only option. IMAP4 is the newer, and much better protocol, and is the preferred option today.

The main difference between the two is that POP3 was designed to move the email from the email server to the email client and delete it from the email server.

This means that once a POP3 client has connected to the email server it leaves the mailbox on the server empty. and the only copy of the email is now on the email client.

IMAP4 was designed to leave all email on the email server and only copy the emails to the email client.

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