CDN biz – Basic Email Guide for Beginners. Email is one of the most used and irreplaceable media for sending information to date. As trends in social media and mobile apps emerge, email usage remains significant. In fact, email is often a major requirement. Just look at online financial services, e-commerce websites, and autoresponders, email has a role as a substitute for your identity.
The idea of developing email itself originally came from traditional ways of sending messages such as using letters. The advantage is that the use of email can increase the speed of communication up to many times. Imagine, information delivery activities can be shortened from a matter of days to just seconds!
As an example, consider an illustration of how traditional mailing is compared to sending messages via email.
Actually how email delivery works are not much different from regular mail. What distinguishes it is the storage media and the message intermediary.
While a traditional letter is written on sheets of paper and then sent via the post office and takes days to deliver, an email is written via an email service application and delivered over the internet. The process of delivering messages only takes a matter of seconds. Of course, this is very easy, right?
The email comes from two words, electronic and mail, which generally means electronic mail. However, in broad terms e-mail can mean a means of sending and exchanging messages via computers and gadgets by utilizing existing telecommunication networks. Along with the times, email not only functions to send messages, but also to send graphic files such as documents, images, video, and audio.
Email is one of the most used and irreplaceable media for sending information to date. As trends in social media and mobile apps emerge, email usage remains significant. In fact, email is often a major requirement. Just look at online financial services, e-commerce websites, and autoresponders, email has a role as a substitute for your identity.
The idea of developing email itself originally came from traditional ways of sending messages such as using letters. The advantage is that the use of email can increase the speed of communication up to many times. Imagine, information delivery activities can be shortened from a matter of days to just seconds!
As an example, consider an illustration of how traditional mailing is compared to sending messages via email.
As you can see in the illustration above, actually how email delivery works are not much different from regular mail. What distinguishes it is the storage media and the message intermediary.
While a traditional letter is written on sheets of paper and then sent via the post office and takes days to deliver, an email is written via an email service application and delivered over the internet. The process of delivering messages only takes a matter of seconds. Of course, this is very easy, right?
E-mail structure
The email has a building structure to make it work as intended. Here’s the structure of an email.
Email Header. The header of an electronic mail usually contains the e-mail address intended for both sender and recipient, e-mail title, e-mail date, and time.
Email Body. The body part of an electronic mail usually contains the message content. The shape can be various. Can load plain text messages to pictures and videos.
You can freely choose the file types you want to send as needed. Text can be written in the body of the email, or just insert attachments, picture messages, video, and audio.
Did you know that the origin of e-mail dates back to the 1960s?
Ray Tomlinson, a computer engineer, was the first to introduce this e-mail concept to the rest of the universe in late 1971.
He also popularized the use of the symbol “@” or “at” which is often used to separate user id and domain email addresses. This is still true today.
Mail Server
A mail server is a server for storing and processing every email you have. There are several types of Mail Servers that are widely used today.
1. POP3 (Post Office Protocol Version 3)
POP3 (Post Office Protocol Version 3) is an email protocol used to retrieve email from servers. The POP3 protocol is intended for someone to temporarily accommodate email until the email is retrieved by the recipient on their computer.
Advantages:
- Can be read offline, because the email is downloaded to your application/computer.
- Easier in archiving. Email is stored on the user’s computer.
Disadvantages:
- Can only be opened from the user’s computer/application.
- Accessers have to download again if accessing from a different device.
2. IMAP (Internet Message Access Protocol)
IMAP (Internet Message Access Protocol) is a standard protocol that is often used to access and retrieve email on servers. With this IMAP users can also read messages, select messages, delete certain messages and create folders on the server. I think this protocol is more dynamic because it has a two-way interaction and is far different from POP3 which is only able to download e-mail from server to computer.
Advantages:
- Users can manage email in real-time from the server, for example deleting email on the server.
- Email is directly downloaded from the server, so it can be read anywhere even if using different media.
Disadvantages:
- Because email is accessed directly from the server, the server resource capacity will be used when you access to email.
3. SMTP (Simple Mail Transfer Protocol)
SMTP (Simple Mail Transfer Protocol) If Pop3 and Imap are protocols for receiving email, then SMTP is one of the popular protocols used to send messages from the sending computer to the recipient’s mail server.
Businesses that are online & have their own brand/domain, are one step ahead of others by using Email Hosting.
Mail Application
In general, the definition of a mail application is an application or software that is used as a medium for sending messages via the internet. There are many mail applications that you can use, but some popular mail applications you can try include:
Outlook is an application made by Microsoft that uses an e-mail client method to download and send e-mail messages. This program is equipped with POP / IMAP and SMTP settings to support the activity of sending messages itself.
Push Mail is the latest technology offered to e-mail users in the world, especially those who like to access e-mail via gadgets and smartphones. The advantage of this kind of e-mail service provider is that its users can monitor the incoming e-mail through their respective inboxes in real-time or minute by minute. So, you will not possibly miss the latest e-mail.
Gmail is short for Google Mail. Of course, from the name, you already know that this mail application is a mail application from one of the world’s IT giants. Gmail also has POP and IMAP features that can be used to use e-mail clients such as Outlook. Gmail is also equipped with a virus scanner feature that detects e-mails and files that you want to send.
Problems with E-mail
Often times we are often confused and bothered with file sizes that exceed the maximum limit for e-mail, spam, information that is over capacity, malware or malicious viruses, etc. Many of these problems can be easily solved. How to? Follow the complete discussion below.
1. Attachment Size Limitation
Attachment Size Limitation, this one problem we often encounter when we want to send files that are over capacity or exceed the maximum limit on an e-mail service provider. But there is no need to worry because several vendors have provided alternative solutions to overcome these problems. Dropbox and Google Drive are some examples of solutions to solve this problem. with the presence of temporary storage places such as Dropbox and Google Drive that are ready to accommodate large files that you want to save/send.
2. Spam
Spam is an act of abuse in the form of sending electronic news. Usually, it is often used by certain parties for commercial purposes in the form of advertisements in the form of text, images, and videos.
Here are some ways to deal with spam in your email:
– Choose and use an antivirus that supports the anti-spam
– Filter for spam on routers or e-mail servers.
– Use a firewall that is included in your operating system and also use a personal firewall
– For Outlook Express users, you can use the mail filtering facility contained in the application
3. Spoofing Email
E-mail spoofing is an e-mail manipulation technique by changing the e-mail header where someone changes the e-mail header from an address in order to make it appear as if the e-mail was sent from another e-mail address. This e-mail spoofing can interfere with system security because it has the potential to be used for data theft.
To fix this, you can activate the SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) features on your hosting.
4. E-mail bombing
E-mail bombing is the act of sending bulk e-mail to the target e-mail. This action is generally aimed at paralyzing the destination email server and filling the target’s inbox with junk e-mails.
The way to deal with e-mail bombing is quite easy, if you find the same message being sent many times, you can use the “block” feature on the email service to block incoming emails continuously.
5. Hacking
Hacking is an act of hacking / taking over other people’s access. Generally, this is done by stealing the victim’s e-mail and password which is completely confidential data and not for public consumption. because it could be that your account will be misused by the data thief. The way to overcome this is not to log in through any computer whose security is not guaranteed. In addition, use the account manager software/application to manage your website login data.
6. Bouncing Mail
E-mail bounce literally means e-mail that bounces and comes back to us while the message is being sent. There are many reasons behind this. Starting from the absence of an e-mail address or invalid, abandoned e-mail address or undeliverable e-mail, a full mailbox, blocked e-mail, etc. To fix this you have to double-check to the recipient of the email whether the email given is correct.
Conclusions
E-mail is an important medium on the internet at this time & is very effective for exchanging information quickly. Not only text messages, files in the form of documents, images, audio, and video can also be accommodated.
Apart from the convenience and benefits, you also need to pay more attention to protecting the security and confidentiality of your e-mail account so that you do not become a victim of crimes from irresponsible parties.
