Emails make our lives easy. However, many users of email do not aware of what goes on behind the scenes. It is the suitable time to concentrate on how emails work and use every option to properly use the email for the effective communication. 

The most important protocols used in the email systems are the IMAP, POP, and SMTP. Very important is also Internet Mail Access Protocol is used for the purpose of receiving the email. If anyone uses the IMAP, then the emails will be available in the server instead of getting downloaded to the mail box of such users and deleted from the server.

Consider important things  

Everyone who explores the logical machines in the overall email delivery process gets an excellent assistance and makes a well-informed decision to use the emails in an effective way. 

As a user of the Gmail, you have to know the basics and use every option to send an email as per your requirements. At first, you have to login to the Gmail account and get an immediate access to the dashboard of the mail account. You have to click the Compose button. A blank email window opens it. You have to type in the recipient’s email address in the To box. 

You can send the same message to more than one email recipients when you use the options Cc and Bcc. Carbon copy (Cc) means everyone gets a copy of the email and every recipient will get their email address and Blind carbon copy (Bcc) means every person gets a copy of the email and no other recipient will see that email address. The Bcc field is used to keep the mailing list confidential. 

The subject field lets everyone to give the recipient an overview about the topic of the email. It is used to view and sort an email. The complete email text can be successfully formatted in the same way to text in the word document. An easy method to change the color, font style, size using the user-friendly formatting icons assists every user of the email to customize the email. 

You can make bullet points and check the spelling of the overall email. The next step is to type the message in the main body of the email. You have to format the email with the appropriate options accessible on the toolbar. Click on the insert link icon and include the text to display and an email or web address before clicking the Ok button. You can click the Send button only after you are happy with the email. 

Make a good decision 

The email client is used to compose the email. Once you clicked the send button, the email is directly transferred to the email server one with the help of the simple mail transfer protocol. This email server requires delivering the email to the destination server. 

SMTP protocol plays a vital role to transfer messages between email servers. The destination server holds the mailbox of the recipients. The two choices that the email server can make are delivering the email directly to the destination server and sending the email to an intermediate server. 

A DNS lookup as well as MX records are used for the direct email delivery when the email server is responsible for the mailbox of the recipient. An intermediate server recognized as an email forwarder is used by the email server for the direct delivery or forwards the email to another server. 

All beginners to the email sending process wish to know the fundamentals of the email sending process. They have a commitment to enhancing their expertise about the email sending process. The sender of the email has to enter the email address of the recipient along with the message using an appropriate email application at the local computer.  Once the sender has clicked the send button, the email will be reached the mail transfer agent via the simple mail transfer protocol. 

The DNS lookup is the next step in the email sending process. This system sends a request for the purpose of finding relevant mail transfer agent of the recipient with the help of the mail exchange record. The DNS source specifies the domain’s mail server. A response is given to the requested mail server after the DNS lookup with the IP address of the mail server of the recipient.