UNIT 

13 E-MAIL AND E-MESSAGING

Structure
13.0 Objectives
13.1 Introduction
13.2 E-mail
13.2.1 Defining Email
13.2.2 Need of Email
13.2.3 Email Address

13.3 Types of Email Services

13.3.1 Free Web-based Email Services
13.3.2 Priced Web-based Email Services
13.3.3 Private Email Services

13.4 Types of Email Account

13.4.1 POP/IMAP Account
13.4.2 Email Forwarder
13.4.3 Mailing List
13.4.4 Auto Responder
13.4.5 Email Bouncer
13.4.6 Email Blackhole

13.5 Structure and Features of Email

13.5.1 Header
13.5.2 Body
13.5.3 Features

13.6 Functioning of Email Systems

13.6.1 Protocols
13.6.2 Delivery Agent
13.6.3 Access Client
13.6.4 Setting up Account
13.6.5 Folder Management

13.7 Messaging
13.7.1 Instant Messaging
13.7.2 Unified Messaging

13.8 Issues with Messaging

13.8.1 Spamming
13.8.2 Privacy
13.8.3 Security

13.9 Widgets and Utilities

13.10 Summary
13.11 Answers to Self Check Exercises
13.12 Keywords
13.13 References and Further Reading
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Internet Tools and Services
13.0 OBJECTIVES
After reading this Unit, you will be able to:
 provide a detailed account about Email and Email service Providers;
 explain in detail various Protocols used in Email service; and
 discuss about Web 2.0 tools in Email.

13.1 INTRODUCTION
Electronic Mail is one of the most prominent uses of networked communication
technology. Better known as email, this is one of the most widely used forms of
communication today. Electronic mail (email) has many advantages over other forms of
communication: it is easy to use, free of charge, fast, and delivers information in a digital
format. With suitable encoding methods, email can be used to send any kind of computer
file, including pictures, sounds, programs, and movies.
Email started in 1965 as a way for multiple users of a time-sharing mainframe computer
to communicate among themselves. ARPANET had a significant role in popularising
email. The foundation for today’s global Internet email service was created in the early
ARPANET.

13.2 EMAIL
Email is the most popular and the quickest method of transferring message over network.
There are several service providers over WWW, offering free email services. However,
organisation can offer own mailing service for the stakeholders of organisation. The
service is so popular and effective that many of the organisations operate only on email
for internal and external communication.

13.2.1 Defining Email

Electronic mail, or email, is the transmission of text-based messages among networked
computers. Email is one of the earliest and most basic messaging resources on the
Internet and in many ways it still acts as the lowest common denominator for computer
communications.
Features
 It is faster and more secure than conventional mail.
 It requires less physical effort to edit and send a letter of communication.
 Once the hardware, software, and Internet connection are in place, email on the
Internet is free, even if messages is to be sent to the other side of the world.
 Unlike communication by telephone, email does not require the attention of both
parties at the same time.

13.2.2 Needs of Email

Email has become an important and integral part for the people who are living away or
who has someone far away. For different persons the reasons are different towards
using email. In general the reasons are:

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1) An email ensures faster/easier delivery of messages as long as email address is E-mail and
correct. E-Messaging

2) It provides time-stamped proof of an interaction. Also, many email services (such

as Gmail) collate the conversation on the same subject into single threads.
3) It is more secure and inexpensive compared to other modes of communication.
4) It is easy to archive for future recall. Most of the email services provide search
facility through emails.
5) An email can be edited and rephrased as much as it is desired before sending to
the recipient(s).
6) It is easy to send the same piece of information to several people simultaneously
such as circulation of memos, agendas, and minutes, or disseminate educational
material.

13.2.3 Email Address

An email address is a unique address, which identifies a location to send and receive
email. The email address contains username, followed by an @ symbol, and then
domain name i.e. username@domainname
e.g. [email protected]
An email address starts with a user name (abc in this case) that refers to the recipient’s
mailbox. Then, sign @ followed by the host name (yahoo.co.in in this case), also
known as domain name. Normally, the Domain name has three parts (two part in case
of United States) separated by two period (.) symbols. Reading from the left the domain
name the first part is yahoo, is the name of a machine, which is a mail server or the
computer where the recipient has an electronic mailbox. The first part of the domain
name ends with period followed by rest of the part known as top-level domain (TLD).
The TLD may have two parts the first part represents the type of organisation and the
second part represents country code (according to the name of the country). In the
given example, co.in is the top-level domain, where .co qualifies that yahoo is a company.
This part of the domain name indicates the type of organisation (.com represents
commercial organisation whereas .gov refers to a governmental setup). The last part
represents the country where yahoo has registered this machine or hosted. It is two
characters long country code. In the given example, it is .in which represents that
yahoo has registered/hosted this machine in India.

13.3 TYPES OF EMAIL SERVICES

There are different types of email services based on the type of provider organisation
and the terms and conditions.

13.3.1 Free Web-based Email Services

These are the commonly used email accounts accessible through web browser (such
Internet Explorer, Firefox etc.). They generally use HTTP Protocol for accessing mail.
Example: Yahoo Mail, Hotmail, Gmail offer free web based email services. These services
are run on financial profit from advertisements. Advertisers pay service providers to
expose email account holders to advertisement.
The service providers give users a document to accept terms and conditions for use of
service, which, one must before signing for the service. These services have a provision 7
Internet Tools and Services for spam filtration and virus scanning. Almost all the major services provide secure login
using HTTPS (Hypertext Transfer Protocol Secure). HTTPS can be identified in the
URL line while signing into the account (https://gmail.com or https://mail.yahoo.com).

13.3.2 Priced Web-based Email Services

There are also priced web based email service providers. Many of the free web based
email service providers such as Yahoo! And Hotmail do offer premium account on
payment basis. Advantage of utilising such services include more secured transaction of
communication; personalised email address; better spam filteration as well as increased
storage space. Priced email services are mostly useful in business related message
exchanges.

13.3.3 Private Email Services

Most of the institutions/organisations have their own dedicated mail server and offer
mail account for free to their staff and other members of the institution. These accounts
exist only till one is member of that institution. For example: [email protected];
[email protected] etc.

13.4 TYPES OF EMAIL ACCOUNT

Based on access to email provided, there are two types of Email Account

13.4.1 POP/IMAP Account

A POP account is based on Post Office Protocol and supports “offline” Email
management. In a POP account, when a user connects to a mail server through a mail
client, the client retrieves all the messages from the server, stores them locally and
marks them as new/unread messages. Subsequently, the downloaded messages get
deleted from the server and the connection is closed. Most of the ISPs (Internet Service
Providers) offer POP mail.
An IMAP account is based on Internet Message Access Protocol. It allows their users
to work with their messages in both online and offline modes. In this, the email client
retrieves the message headers from the server and can store local copies of the messages
in a local (temporary) cache. All the messages are left on the server until the user
deletes them. This mechanism allows multiple email clients to access a single mailbox
and is often used for corporate / business emails (e.g. [email protected]).

13.4.2 Email Forwarder

This type of email accounts will forward any incoming mail to another email address.
Normally, all the service providers give email forward service.

13.4.3 Mailing List

A Mailing list consists of its subscribers/members’ email addresses. Any email sent to a
mailing list account will be distributed to all the subscribers of the mailing list. For example,
[email protected]

13.4.4 Auto Responder

Within an email account, an autoresponder can be set with a readymade reply to any
incoming email such as message for successful receipt of mail; vacation email, etc.

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13.4.5 Email Bouncer E-mail and
E-Messaging
An email bouncer enables to send a ‘fake’ bounce message to the sender. Thus, the
spammer is led to believe that the email account is inactive or unrecognised by the
server, and in many cases will remove the email address from its mailing list.

13.4.6 Email Blackhole

To avoid spam mails from certain addresses, a blackhole for those addresses is created
so as to avoid/discard any messages coming from those addresses.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Discuss needs of email.
2) What is email forward?
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13.5 STRUCTURE AND FEATURES OF EMAIL

Internet email messages consist of two major sections: Header and Body

13.5.1 Header
The header of an email is structured into various fields such as summary, sender, receiver,
and other information about the email. The header of an email can be easily distinguished
from the body of the email.
Various fields included within header are:
1) From: Contains the email address, and optionally name, of the sender of the
message.
2) To: The email address(es), and optionally name(s), of the receiver(s) of the message.
3) Subject: A brief summary of the contents of the message.
4) Date: The local time and date when the message was originally sent.
5) CC: Stands for Carbon Copy. It contains email address(es) of those who will
receive a copy of the message in addition to receiver(s) mentioned in To field.
6) Message-ID: It shows the number assigned to the message by the mail program
at the host machine.
7) A series of Received: These are the lines, showing details of the systems through
which the email has passed (useful for troubleshooting if mail bounces back).
8) A Reply-to: gives the preferred address for replies (usually but not always the
same as the sender’s address).
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Internet Tools and Services Note: Blank spaces are not allowed in an email address. Also, an email address is not
case-sensitive.

Header

Fig 13.1: Header Section of an email

13.5.2 Body
The Body of an email contains the message itself mostly in text form. An account may
be configured to automatically assign a signature (of the user) at the end. Signature is
the text appearing at the end of the body by default in each message. Normally, it is the
name of the sender and other contact details.

Body

Signature

Fig13.2: Body Section of an email

13.5.3 Features
1) Email is based on push technology, i.e. Email is delivered to the recipient so they
don’t have to work to get it — they just need to open their Inbox to access the
email.
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2) Most of the email clients do offer to create MIME (Multipurpose Internet Mail E-mail and
Extensions) and HTML emails with colorful fonts, graphics and links. E-Messaging

3) The email account can be set to remind an upcoming event.

4) The accounts do offer facility for spell check while writing and email.
5) Any kind of document including multimedia objects can be sent through an email
as attachments. However, the maximum size of the object, which can be attached
or received, is fixed and set by the service providers. For example, MSN Hotmail
can handle an object with 10 MB as attachment.
6) An email collates threads of communication on a single subject. Therefore, it
sometimes acts as time stamped proof of communication. Gmail of Google offers
this service.
7) A message can be saved/ printed along with all communication details.
8) A list of contacts (along with other details such as phone number, fax, etc.) can be
created within an account with an ease to recall nickname associated with each
email address. Hence, the user only has to enter one word for an email, instead of
the full address.
9) Web-based email programs usually have a virus scan function that scans
attachments before they are sent along with the main email.
10) One common feature of all email programs is the use of folders. These folders
include an inbox, drafts folder, sent items folder and deleted messages folder. The
users can also create other folders to better sort their email. Folders help categorise
email according to its subject or importance. Filters are also included in email
programs. These allow a user to define certain words or phrases that the program
will look for in a message. The programs will then delete the message, forward it
to a specified address, or put it in a particular folder.
Self-Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
3) What are the parts of an email?
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13.6 FUNCTIONING OF EMAIL SYSTEMS

In this section we will know how an email system works.

13.6.1 Protocols
Protocol can be defined as a set of rules to perform a specific task. The mail server and
its client exchange information with each other using a variety of protocols. A protocol
is a standardised mechanism used at each end of a communication channel, to achieve
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Internet Tools and Services proper transmission of information. The most common of these email protocols is
listed below:
IMAP Protocol
IMAP (Internet Message Access Protocol) is used by the client, which is used to
read the email like Firebird, Outlook express, Apple Mail etc. (also called as Access
Client). In this, email is received and held on Internet server for email account holder is
read through a client. IMAP4 is the latest version in use. Only specific email messages
requested by the user get downloaded from the server. It works well even for slower
connection to Internet as it requires only a small data transfer. Also, one can create and
manipulate folders or mailboxes on the server, make a keyword search through email,
delete messages etc.
POP3 Protocol
The POP (Post Office Protocol 3) protocol provides a simple, standardised way for
users to access their mailboxes and download messages on their computers using email
clients.
This protocol permits to download all email messages from the mail server to a local
computer. One can also choose to leave copies of their emails on the server as well.
The advantage is that once the messages are downloaded mail can be read without an
internet connection. Most current email client applications support POP3.
SMTP Protocol
The SMTP (Simple Mail Transfer Protocol) protocol is used by the Mail Transfer
Agent (MTA) to deliver an email to the recipient’s mail server. The SMTP protocol can
only be used to send emails, not to receive them. The vast majority of mail servers use
SMTP.
HTTP Protocol
The HTTP protocol is not a protocol dedicated for email communications, but it can
be used for accessing mailbox. This protocol can be used to compose or retrieve
emails from an email account. Hotmail, Yahoo are few examples which are using HTTP
as an email protocol.

13.6.2 Delivery Agent

Mail Transfer Agent
Mail Transfer Agent is a piece of software which transfers messages or mails from one
host or machine to other. It is often referred as mail server. MTA is the program which
forwards message from one machine to other and finally delivers to the destination. An
MTA receives a mail and puts a Received stamp in the header of the mail and checks
for the recipient on the host. If the recipient is not present on the host MTA transfers
the message to next host and thus passing through various hosts message is delivered to
the recipient. The message is forwarded using SMTP. Example of MTA is qmail,
sendmail, postfix etc.
Mail Delivery Agent
A mail delivery agent or Message Delivery Agent (MDA) is computer software used
by the Mail Transfer Agent to deliver email to a particular user’s mailbox. When the
mail server receives a mail or in other words MTA (Mail Transfer Agent) using SMTP
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than the mail is placed in the targeted user’s mailbox. This work is done by MDA E-mail and
locally. Some of the mail delivery agents are: binmail, delivermail; maildrop, postfix- E-Messaging
maildrop etc.

13.6.3 Access Client

The term email access client refers to an agent acting as a client towards an email
server to access an email account. It is kind of application software. Some of the
examples of Access Client are Outlook Express, Outlook or Thunderbird.
Note: Thunderbird is a free open source, cross-platform email client that has quickly
gained huge popularity, with a reason. It is extremely easy to use, fairly powerful and
robust.

13.6.4 Setting up Account

Several websites provide free email services. Following is an example for creating an
email account on Yahoo! Mail.
1) Go to the website https://mail.yahoo.com/ (Fig. 13.3). This provides a login
page for the users who already have a mail account with Yahoo. For new users of
Yahoo, they need to utilise Sign Up.

Click Here

Fig 13.3: Yahoo Mail Homepage

2) Click on Sign Up. This will open a Registration Form (Fig. 13.4).
3) Enter the registration details and choose an ID and password for your Yahoo
account. Availability of a Yahoo ID can be checked through the button . If
an ID is unavailable, this will enlist other options for Yahoo ID.

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Enter your ID here

Suggested IDs by Yahoo

Enter Password for

Yahoo Account

Fig. 13.4: Yahoo Mail registration Form (I)

4) Enter the verification code and click the button “Create My Account” (Figure
13.5).

Fig. 13.5: Yahoo Mail registration Form (II)

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5) This will open a new page confirming the creation of new yahoo account along E-mail and
with registration details Fig. 13.6. Click Continue to access the newly created E-Messaging
account.

Fig. 13.6: Confirmation Message for new account

NOTE: To access the account for the next time, the Yahoo ID and password can be
used on Sign-in page to access the mail account.
Most of the Web based Mail services offer four standard email folders: Inbox, Sent,
Drafts and Trash, each of them are described below:
 Inbox:Lists all emails received from other email accounts. Highlights newly
received/unread mails.
 Sent: A copies of messages sent are put into the Sent folder provided that the
mail account is set to save all the sent messages.
 Drafts: A place for storing unfinished messages. If writing of a message is not yet
finished and needs to be stopped in between, clicking the Save button puts the
message into the Drafts folder, which can be accessed later on.
 Trash: stores email that is deleted from other folders. The messages are not truly
deleted until they are deleted from this folder.
A message can be opened by clicking its Subject. Once the mail gets opened, at the
top, options are available to delete, print or forward a message.
Note: Messages in Trash folder that are more than few days old will automatically be
deleted.

13.6.5 Folder Management

Once a Yahoo account is established, one can create folders other than the already
existing permanent folders (such as Inbox, Sent, Drafts, Trash and Spam). There is
panel at the extreme right side of the panel called Folders (Figure 13.7). 15
Internet Tools and Services

New folders
can be added
here

Fig. 13.7: The Folders Panel

To Create a New Folder
1) Click on Add (listed in front of the option Folders). This will create a new untitled
folder below the panel Folders.
2) Type the name for the new folder e.g. FORUM (Fig. 13.8)

Click Here to
Add Folder

Type Here for

Folder Name

Fig. 13.8: To Create New Folder

To Rename a Folder
The steps are as follows (Fig. 13.9):
1) Select the folder to be renamed by clicking on it. Now, either press F2 on keyboard
or right click on mouse and select Rename.
2) Now, type the new name for the folder and press Enter from keyboard.
3) The folder will get assigned the new name.

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 E-mail and
New name is
E-Messaging
assigned

Fig. 13.9: To Rename a Folder

To Delete/Remove a Folder:
1) Select the target folder (e.g. LIS)
2) Delete all mails from the target folder.
NOTE: A folder can be deleted only if it is empty i.e., no mails are present. Hence,
before deleting a folder each mail should be deleted from the folder.
3) Now, Press F2 on keyboard or right click on mouse and select Remove. This
will prompt a message to confirm the action. Click OK. (Fig. 13.10)

Fig. 13.10: Removing the LIS Folder

4) The folder is deleted successfully (Fig. 13.11).

Fig. 13.11: LIS folder is deleted from the list

To Move an Email to a Folder

1) Go to the Inbox or Sent Folder.
2) Select the target email.
3) Click Move button of the mail task panel (Fig. 13.12). All the created folders (in
this case FORMS and LIS) as well as Spam and Trash folders will be listed.
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Internet Tools and Services

Task Panel

Fig. 13.12: The Task Panel of Inbox

4) Select the folder where the mail has to be moved (e.g. FORMS folder).
5) The mail is successfully moved to the target folder (Fig. 13.13)

Fig. 13.13: The Empty Inbox and FORMS Folder with Message
Self-Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) What is Mail Transfer Agent?
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13.7 MESSAGING
Messaging is a method of communication between two people or organisation.
Messaging could be done using the power of Internet or through cell phones. Messaging
software connects two people and facilitates them to communicate through text or
voice or both of them.

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Two types of Messaging E-mail and
E-Messaging
a) Asynchronous Messaging: The term “asynchronous messaging” means a method
of communication between programs in which a program places a message on a
message queue and leaves. It really does not bother how the message will be
delivered. It is the delivery agent or the kind of infrastructure ensures delivery of
message, even if the recipient is offline. For example, delivery of emails.
b) Synchronous messaging: In this kind of communication sender and receiver
both have to be in connectivity while transferring the message. For example,
telephonic conversation. Hence, a program places a message in a message queue
and then waits for a reply to its message before resuming further.

13.7.1 Instant Messaging

Instant messaging (IM) is a form of real-time communication between two or more
people based on typed text or using audio or video. The message is conveyed via
devices connected over a network. Most IM programs provide these features:
 Instant messages/Chat: sending and receiving text/notes with an online friend.
 Chat Rooms: a common platform where two or more than two people can
communicate.
 Files/Web links/Videos/Images: can be shared over network.
 Talk: Instead of a phone, Internet can be used to actually talk with friends. e.g
Google+ Hangouts
 Mobile capabilities: Instant messages can be sent to mobile/cell phones.

13.7.2 Unified Messaging

Unified Messaging (or UM) is combination of different media into one channel. A user
can access information into different media using a single device. Normally, Unified
Messaging is common in mobile communication where, voice, text and fax can be
accessed using one mailbox. It provides power to reach people almost anywhere, at
any time and the flexibility to allow people to control when they can be reached.

13.8 ISSUES WITH MESSAGING

IM is increasing in popularity in both professional and personal applications. However,
as with most of the things are Internet based, the increasing use of instant messaging has
led to an associated increase in the number of security risks.

13.8.1 Spamming
Often in the email accounts one receives lot of unwanted mails which includes threats,
promotional mails and so on. These messages are called Spam. There are two kinds
of spams, mail lists and individual mails. Often users subscribe mail lists where lots of
promotional materials are posted in bulk. These materials are of generic nature. There
is another type of spamming where individual users are targeted for example, individual
messages from unknown for illegal business or receipt of some unknown prize. Almost
all the service providers have mechanism for filtering such messages based on the content
or the subject line of the messages.

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Internet Tools and Services 13.8.2 Privacy
Many Email service providers have their own privacy policies. Most of the free web
based email services have financial dependency on advertisers and in return they share
user information such as their email address information with advertisers. Also, details
of the communication can be shared with government agencies on demand. Thus, one
must be aware of the privacy policies of an email service provider before going for their
services.

13.8.3 Security
Email /Instant messaging account are vulnerable to hijacking or spoofing. Spoofing is a
phenomenon where an attacker hijacks another user’s email/IM account and
impersonates as user with others. Things apart the information exchanged over network
can also be read over network by a third party. Hence, it is important to ensure
information exchange.
There are several ways which have been devised to overcome all these problems which
are enlisted below:
1) One of the best ways to secure the information being transmitted along an IM
network is to encrypt it.
2) Keeping message logs for tracing any kind of mischief.
3) If file transfer via the instant messaging network is not required, then an instant
messaging system that does not allow for files to be transferred should be utilised.
Self-Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
5) What is a Spam?
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13.9 WIDGETS AND UTILITIES

Widgets are small programming code that users can add to their webpage, personalised
homepage, web browser, desktop, blog or social network. Mostly, these codes are
embedded within an image file, hence, can be evoked through a mouse click or through
a keyboard command by a computer or Internet user. A widget is used to enhance the
look and feel of a website i.e., to make it look more fanciful. Widgets are considered as
an offering by Web 2.0 to internet users.
There are two kinds of widgets
a) Web Widget
They are web-based, which means they can only be part of a website. It cannot be put
on desktop unless customised to be used as desktop widget. The best example of a
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web widget is a YouTube video being displayed on a website other than YouTube. E-mail and
Similarly, AddThis (http://www.addthis.com) is a simple free web widget which can be E-Messaging
used to bookmark a particular piece of information through various social networking
websites such as Delicious (http://delicious.com/), Stumbleupon (http://
www.stumbleupon.com), Google Bookmarks.
b) Desktop Widget
These widgets need not be part of a website and could be integrated on the desktop of
a computer. These application accesses the Internet to provide the latest information.
For example, a widget “Desktop Weather” displays the temperature and forecast for a
given (configured) geographical area through the website Weather.com.

A web
widget

Fig. 13.14 : Web Widget

Fig. 13.15: Desktop Widget

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Internet Tools and Services Widgets can be delivered as:
 Graphics: Used to create banners, unusual fonts and animated images or text.
 Gadgets: hit counters, weather forecasts, calendars and maps
 Entertainment: Streaming of TV listings, daily quotes, interesting facts or games
 Social: provides link to social bookmarking or networking pages such as Facebook
or Twitter e.g. Addthis.com
 Audio Visual: e.g. Streaming of YouTube videos directly to a web page
Utilities:
Utilities are useful for fixing minor problems or mis-configurations and handle day-to-
day chores associated with computers. They are designed to help manage and tune the
computer hardware, operating system or application software by performing a single
task or a small range of tasks. Hence, the objective is to keep a system running at peak
performance. It is also known as service program, service routine, tool, or utility
routine.
Some of the examples of mail utilities are:
 Cryptographic utilities encrypt streams and files;
 Mail Send Utility to send multiple mails to a desired mail list from command line;
 Email Finder Pro n/a Fast and simple email address extraction utility;
 JPEE Email Utility Lite 5.3.2 is known as a tool to merge and extract email,
parsing data. JPEE is available as a free, easy to use, highly configurable, email
communications software implementation;
 Google Email Uploader is a useful and smart desktop utility for Windows with
the ability to upload email and contacts from other desktop email programs (like
Microsoft Outlook) into your Google Apps mailbox. The Email Uploader preserves
information such as sent dates and sender/recipient data, as well as the folder
structure used by the other email program.

13.10 SUMMARY
Email is the most used service on Internet. It has become the fastest medium for
transferring the message as well as data. The importance and authenticity of email is
now being recognised officially and many organisation use email for day-to-day
communication and do broadcast there circulars and orders by email. The service is
offered by several service providers free of cost however, one can set his own mail
server for communication. In this chapter we have learnt about the email systems and
different types of email addresses. In due course we have also learnt about Instant
Messaging services. There are some issues like individual privacy and security which
has been discussed in detail in order to give insight of the problems.

13.11 ANSWERS TO SELF CHECK EXERCISES

1) Email is the fastest method of communication over Internet. Email stands for
electronic mail. An email is delivered within no time irrespective to the distance. It
carries text, audio, video and graphics as an attachment. Using email one can
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 transfer any piece of information or data to a number of people in a single stroke. E-mail and
It is one of the most secure medium for one to one as well as one to many E-Messaging
communication.
2) Forward is a facility normally provided with all the email services. If one wants to
change his email address to a new one and wants to receive mails from the previous
accounts in the newer one he/she can put a forward on the previous accounts
which will forward all emails received on the previous accounts to the new account.
3) An email has two parts:
 Header
 Body
Header contains information regarding whom the mail is sent and email address of
sender with brief subject about the content of message and the date mail is sent.
The header also shows email addresses of all those who have received a copy of
the mail.
Body contains the message from the sender.
4) Mail Transfer Agent (MTA) is a piece of software, which transfers messages or
mails from one host or machine to other. MTA forwards message through different
machines to the destination. A mail could be transferred through several machines
or MTAs and each machine stamps over email.
5) Spam is unwanted emails received in the inbox. Most of the such mails are
propaganda materials. Apart from this these mails may contain harmful programs
or virus.

13.12 KEYWORDS
Attachments : Files, which can be sent along with email.
Blacklist : This is a list of email addresses, which are
blocked for sending mails. In other words, mail
server refuses to accept mails from blacklisted
email addresses.
Blind Carbon Copy (BCC) : Copy of an email message sent to recipients but
his email address does not appear in the message.
Bounce : Returned messages that do not reach to
destinations.
Carbon Copy (CC) : Carbon copy is a copy of an email sent to
addresses other than the main recipient.
DNS : Stands for Domain Name Server, which
translates domain names into IP addresses.
Download Message : Allows saving a copy of email message on local
computer
Email harvesting : A program to scan Web pages for the purpose
of collecting email addresses.
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Internet Tools and Services Email headers : Section of an email message contains the sender
and recipient’s email addresses and routing
information.
Filters : Filters automatically filter incoming emails into
designated folders. Filtering is done based on
different fields of an email like, recipient address,
subject, domain name and so on.
Forwards : Feature of an service which automatically
forwards incoming emails to another email
account.
MIME (Multi-Purpose : An extension of the email standard that allows
Internet Mail Extensions) users to exchange multimedia files.
Plain text : Text in an email message that contains no
formatting elements (i.e., color, bold, italics, etc.),
pictures, or HTML.
Post Office Protocol (POP3) : A standard that enables emails to be retrieved
from a remote mailbox. It allows to collect emails
from an account to an email client program like,
Outlook.
Proxy : A computer system or router that breaks the
connection between sender and receiver, giving
anonymity.
Reminders : Added feature of email systems that allows setting
up reminders on a certain date.
Search Facility : A feature within the email system to search an
email based on keywords/phrase as well as on
certain criteria.
Signature : Section in the email message which goes by
default with the sent email normally carrying
name, address, website, address, phone number,
etc. It appears at the end of the message.
SMTP : A protocol standard that enables emails to be
transferred from sender machine to destination
machine.
SMTP(Simple Mail : Stands for Simple Mail Transfer Protocol, used
Transfer Protocol) to send email on the Internet.
Snail mail : Postal service delivers letters at home in paper
format via postman.
Soft bounces : Bounce of a mail with a message due to temporary
network congestion.
Spam : Unsolicited, unwelcome email sent in a large
volumes.

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Spell Check : Feature with email service to correct any spelling E-mail and
errors. E-Messaging

Spoofing : A method of spamming where the spammer uses

false email address which does not exist.
Web mail : Web browser based email client like squirrel mail.
White list : A list authorised email addresses from which email
messages can be delivered regardless of spam
filters.

13.13 REFERENCES AND FURTHER READING

1. Email Prot ocols: IMAP, POP3, SMTP and HTTP. <http://
www.emailaddressmanager.com/tips/protocol.html>
2. Using Folders. <http://www.earthlink.net/webmail/help/earthlink/en_US/
using_folders.html>
3. What are utility programs. <http://depts.alverno.edu/cil/mod1/software/utility.html>
4. Widgets. <http://www.mediafuturist.com/files/widgets_trendmarker_feb08_
forweb_200803251313542.pdf>
5. Electronic mail. http://tldp.org/LDP/nag/node186.html
6. Unified messaging. <http://www.iec.org/online/tutorials/unified_mess/topic02.html>
7. Email. (n.d.). Retrieved from Wikipedia. <http://en.wikipedia.org/wiki/Email>
8. Multipurpose Internet Mail Extensions. (n.d.). Retrieved from Wikipedia. <http://
en.wikipedia.org/wiki/Multipurpose_Internet_Mail_Extensions>
9. Simple Mail Transfer Protocol. (n.d.). Retrieved from Wikipedia: <http://
en.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol>
10. Learn The Net: Email. (n.d.). Retrieved from Learn The Net: <http://
www.learnthenet.com/english/section/email.html>
11. The history of email. (n.d.). Retrieved from Net History: <http://www.nethistory.info/
History%20of%20the%20Internet/email.html>
12. Levine, J. R., Young, M. L. & Baroudi, C. The Internet for Dummies. 11th ed.
Hoboken: Wiley Publishing, 2007. Print
13. Gralla, P. How the Internet works. 4th ed. Indianapolis: Que Publishing,1998.
Print
14. Thomas, Brian J. The Internet for scientists and engineers: online tools and
resources. 3rd ed. Oxford: Oxford University Press, 1997. Print
15. Lindsell-Roberts, S. 135 tips on email and instant messages: plus blogs,
chatrooms, and texting. Boston: Houghton Mifflin Company, 2008. Print
16. Wood, D. Programming Internet Email. Sebastopol: O’Reilly & Associates,
1999. Print

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