Know About the Important Things Associated With Email Sending Process

Know About the Important Things Associated With Email Sending Process

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Almost every user of the Internet does not fail to send and receive an email. However, they do not concentrate on important things involved in the email sending process. If they are beginners to the technical things associated with the email sending and receiving process, then they have to focus on all such things one after another. An email is an old form of computer based communication. The main things in the mail are sender and receiver information, subject line, body of the message and attachments. Though you can easily compose, send and receive emails, you have to keep in mind that loads of things involved in the email sending and also receiving process. 

Basics of the email sending process

Individuals who compose the email in the mail client can click the send button to let the email to start going to the desired destination address. This email first reaches the simple mail transfer protocol server and then domain name server. Once the email is reached the relevant domain through the Internet, this email is then transferred to the mail transfer agent. The email then travels to the user account and reaches the recipient address. The recipient of the email fetches the email from the server via IMAP or POP.   The simple mail transfer protocol server is same as the local post office which checks the postage address at first and find out where to send the email.

Routing is the process of directing the message to the host of the recipient. The routing involves loads of important things like finding an ideal path from the sender to the destination, error checking, speed and also cost optimization. The IP networking layer performs the job of directing the data to the recipient on the Internet. On the other hand, the route has to be generated by the MTA that is the mail transfer agent or the user in the UUCP zone. 

Users of the Gmail have to click the Compose option to create an email. They can add the recipient’s address in the “To” field. They can also use “Cc”, “Bcc” fields to add the recipients when they require. They have to add a subject and write their message. They can click the “Send” option at the bottom of the page. They can add a group of contacts created with labels or individual recipients when they click “To”.

Make an informed decision

All beginners to the email wish to know about how the email is sent to the recipient, where the email is stored, how the recipient replies to the email and how email works. They have to understand and keep in mind that so many protocols and the hardware are used to send the email. For example, a desktop based email client, a web based client or a Smartphone or tablet is used to send the email. You can focus on basics and advanced things related to the email sending process in detail right now. You will make an informed decision and be comfortable in your approach to send and receive emails without compromising privacy related expectations.

Steps And Explanations Of How Email Works

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Nowadays, people are using emails commonly for different purposes, which absolutely make our lives faster and simpler as well. In this traditional mailing system, the processing time is unlimited. First of all, all the email users should know how the email system works more efficiently. Even many of us are unknown of what goes on after the prospects. Basically, email stands for electronic mail, which is a traditional kind of computer based communication. Now, people often use this dial-up terminal to access them and each machine held storage for so many users. However, this email is composed of a mail client.

Normally, the email communication is done through three protocols in common such as POP, IMAP and SMTP. Here, POP stands for post office protocol, which is commonly used for incoming emails. The POP usually downloads a whole email into the local system and then deletes the data on the server, once it is downloaded fully. However, this is highly supportive in a server with minimal free memory.  Also, the IMAP stands for Internet Mail Access Protocol, which is used while getting an email. The last is SMTP stands for Simple Mail Transfer Protocol in which email is sent by using this protocol.

Working principle of email

The process of email is transmitting data from your system to an intended recipient. Below are some essential terms that you should know about email sending process that include:

Mail Server

It is a computer application that obtains incoming emails from the local users and also remote senders as well as forwards outgoing email for distribution. There are couples of mail servers used for outgoing emails such as MTAs, i.e. mail transfer agents and MDAs, i.e. mail delivery agents and it helpful to send emails easily to any part of the world.


The term DNS stands for Domain Name System. The main purpose of DNS is to translate the domain names to the internet protocol addresses and vice versa. Here, the DNS is used to discover the mail server of other side. This data is actually retrieved from the DNS and then email message is sent to a specific email address.

How to systematize incoming email processing?

In general, every email marketer obtains a lot of emails. Whether they are transmitting emails, it requires to be processed. Manually, processing incoming emails can be a most challenging thing. There are several formats of emails that should be checked, evaluated and categorized as well. First of all, you have to read each email, discover the data you want extract it and add to your database or delete a record from database or save the data to a file or whatever you want to perform with the obtained information.

Once the message is processed, you can send a reply instantly to the customer. After the rule is setting up and working, it will process the emails on background. However, this program works as a service and then automatically begins every time while you switch your PC on.

What Makes the Perfect SMTP Options Come Alive

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Touch his audience. Provide him with personalized and useful advice. These are the pillars of inbound marketing. If work on content is essential (blogging, sales page, white paper, etc.), emailing is just as important. To go further in the customer relationship, we must now think in terms of personalization of content.

Like many sites and platforms that suggest products or services based on your interests, customizing your marketing emails could be a very effective conversion tool.

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Here are our tips for customized mail campaigns. For the best SMTP options you will need the smartest options available at

Customize the subject of your email

Nothing better than speaking directly to the recipient of your message, to start a personalized broadcast.

When a customer or prospect subscribes to your newsletter or enters his address to get a free product (guide, e-book, etc.), he usually gives his name. It is therefore easy to use this data to address you directly to him and to finish with the too general contents.

Customize email subject

  • Send your message as a person
  • Take the test for yourself. Will you more easily open a message sent by a person (surname and first name appearing in the mailbox), or by a company?
  • In an inbox already saturated, the eye will be more likely to linger on a first name than the name of a company.
  • In addition, sending an email using a first name and / or a name helps to humanize the communication of your brand. You convey a more positive message to your customers and show them that a real human being is the author of these lines.

Use segmentation

According to the SNCD , the number of emails sent continues to increase (133.79 billion in 2017). Yet the number of messages per person is down with an average of 7.06 per day. What should this be? To a new way of understanding emailing: segmentation.

Indeed, when you browse a website, you will not necessarily look for the same thing as another user. On an e-commerce site, some will be passionate about electronics when others will prefer literature.

In the same way, an information site can captivate you for its advice in personal development while others will be more sensitive to marketing methodologies that result.

For all these reasons, segmenting your audience is an essential key to personalizing your campaigns.

The benefits of segmentation are diverse:

  • Improved open rate and click rate
  • Customizing the customer relationship
  • Care of the brand image and demarcation of the competition
  • Migration to peer-to-peer communication
  • Reduction of costs related to email routing

Customize the contents of your mails

  • Direct consequence of the segmentation: the personalization of the messages.
  • The purchase history of a subscriber, or the contents consulted as well as his geographical data for example, are all elements to be exploited to create personalized content. All of which is to bring a real added value to your readers.