A Quick Look At How Email Works

Understanding the basics of how email works can make life a lot easier for any email user. Especially those who are interested in using email effectively.  In this post we’ll cover the basics that every user should know.

The Email Client

Email is composed and read in an email client. This is the part of the process you will be most familiar with. If you want to read mail you click “Check Mail”, “New Mail” or something similar and new messages show up in your “Inbox”. To send mail you click “Compose” or “Write” and the client gives you a compose window where you write your message. When you’re done you click “Send” and the message gets sent.

The “Client” part of the term email client refers to the fact that this software requires the help of a Server to do its job. The client takes care of making the mail useful to you but the servers are the ones that actually move the mail around. Think of the client as your desk (or wherever you store and compose paper based mail) and the servers as the postal service.

diagram of how email works

So what happens when I click the “Send” button?

First, your client must locate a Simple Mail Transfer Protocol (SMTP) server to send mail through. This will generally be provided by an Internet Service Provider (ISP) or the host for the domain that the email address belongs to. The client knows how to find this server because the server’s name or IP address was entered in the client’s configuration for the sending address.

Passing the message to the SMTP server is roughly equivalent to walking a letter down to the corner post box and dropping it in. As far as you are concerned it’s sent.  Similarly, after passing the message to the sending SMTP server, your email client will say something like “Message sent successfully” because at that point its job is done.

One major difference between the mailing a letter and sending an email message is that an email message can have multiple recipients. If you want to send many copies of a letter using “snail mail” you have to make a lot of copies and address a lot of envelopes. With email you just use one “envelope” with a lot of addresses.

What do the servers do?

After the SMTP server accepts the message from your client it works its way through all of the recipients (everyone with a “To:” or a “Cc:” or a “Bcc:”) and tries to deliver the message to each one. This is where the Domain Naming System (DNS) and specifically Mail Exchanger (MX) Records come in. The sending SMTP server has to consult the DNS MX records for each recipient’s domain to find out where to send the message. This is similar to your local post office sorting your letters for delivery to your local post office.

Hopefully after locating and attempting to deliver to the mail servers for all of the domains in the recipient list the sending server’s job will be over. But, if it is unable to deliver to any of the recipients you will get a message from it (usually as “mailer-daemon”) letting you know it couldn’t deliver for one or more recipients.

If this happens you need to make sure you spelled the address right and/or call the recipient and find out if they’re still using the address. Once you figure out what went wrong you have to start all over for that recipient. (Luckily you can probably find the message in your “Sent” folder and re-send it instead of rewriting the whole thing.)

Setting aside possible delivery failures, once your message is delivered to the recipient’s server the receiving server has to figure out how to route it internally. Depending on the size of the domain’s operation the message may have to be routed through several internal servers (think large email providers like Yahoo or Hotmail) before it gets to the recipient’s “mailbox”, or, it may go straight to a “mailbox” on the machine that received it. Either way, it eventually ends up in a “mailbox” file (or directory) and there it stays until it is picked up by the recipient’s Email Client.

In “snail mail” terms, this is like when a letter gets to your local post office and they deliver it to your mailbox.

Which brings us to . . .

What happens when I click “Get Mail”?

With “snail mail” the postal service delivers letters to your mailbox. If you want to read the letters you have to get them out of your mailbox and open them. With email, if you want to read your messages, you have to use an email client to pick them up off the server.

When you click “Get Messages” or “Check Mail” or whatever your client labels this operation, the client connects to the mailbox and downloads your messages. This is usually accomplished using Post Office Protocol (POP or POP3). It can also be done using Internet Mail Access Protocol (IMAP) but this is less common.

As with the SMTP connection used for sending, the email client knows how to find the POP, POP3 or IMAP server because you (or whoever set up your client) gave it this information when the address was configured. By default, most email clients will download new messages to your computer and delete them from the server.  (If you want to, you can configure your client to leave messages on the server so that other clients, possibly a home computer or a Blackberry, can have a chance to retrieve them.)

Once the messages are downloaded they show up as “new” or “unread” messages in your “Inbox” and you can interact with them (i.e. Read, Reply, Forward, Delete, etc.). If you choose to reply or forward the cycle described here is repeated, otherwise the process is finished.

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