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Email stands for electronic mail. It can be defined as the exchange of short messages between at least two persons over a network connection. Along with having just plain texts, these messages were also able to have an attachment option for images, documents, or other types of files. Email services are being consumed by office workers, marketers, university lecturers, and students every day as a part of communication between them.

How does sending/receiving an email work?

No one knows what happens behind the scenes of sending/receiving an email. There is a set of standard protocols that are being followed that allows for sending and receiving of email messages.

• Generally, emails are sent by using email clients like Outlook or Apple Mail or web-based services like Gmail, Yahoo Mail. When it’s a transactional email like a shipping notice, password reset, or email verification, that is generated automatically by these systems called email API (for instance, these are used by marketers to send an email in large batches).
• Both kinds of emails are transmitted over the internet using a standard called Simple Mail Transfer Protocol (SMTP).
• The mail server of the sender looks up the @domain.com of the recipient’s email address in a Domain Name System (DNS) server to find out which mail server the email has to be sent to.
• Both the sending and receiving servers communicate with each other using the SMTP protocol.
• The recipient’s mail server retrieves the email message by using POP (Post Office Protocol) or IMAP (Internet Message Access Protocol) and downloads the email to be read.
• When Post Office Protocol is being used by the receiver, the email server allows them access to all new emails and when he accesses Internet Message Access Protocol, it syncs all the contents of the mailbox. These email messages remain on the server for an indefinite period, and when the status of one message changes (if it’s read or deleted), these changes are applied to all devices.

Pros and Cons to sending/receiving emails

Pros:

• along with sending a text, you can also send a file or image attachment
• multiple copies of the email can be sent to a group of people
• email can be sent any time of the day
• you can prepare a message earlier and then have them scheduled to be sent at an appropriate time
• you can keep a record of your email messages and replies for an indefinite period

Cons:

• it is not the fastest means of communication and the receiver has to wait a while to receive a reply from another person
• storage can become a problem especially when large attachments are involved
• email attachments may contain viruses
• two-third of emails are spam mails
• emails can be sent anonymously, which means anyone can be deceived unless they are careful

Is sending an email without an internet connection possible?

Checking email without an internet connection might have been possible two decades ago. In the era of dial-up internet connection, people signed up for an email service. Since they only paid for email service, and not the internet, they were able to access just that. Before the advent of video calling and text messaging over the internet, email was the most common form of communication.

Nowadays, it may be possible to send and receive email without the internet. For that, the computer will need to be connected to a local area network. Local area network or LAN means that users are connected, even without having any access to the internet. It can either be a wired or wireless connection. It can be done via an email service or Simple Mail Transfer Protocol (SMTP) service on a Windows computer.

Gmail – checking email without internet?

Gmail, the most popular app used nowadays for sending and receiving emails, has introduced a new feature for its users – they can access their emails without the need for an internet connection. However, it can only be accessed on the computer.

Users can open a Gmail in Chrome browser and go to Settings. From there, open the Offline tab and enable offline mail. When it is activated, there will be multiple options to choose from. Users can choose to have their offline emails showing up to 90 days or less. That will also enable the option for downloading attachments. Gmail will show how much space it will be taking on your computer. After clicking on the right options, users can then save it and close the settings. With that done, users can now access their email without an internet connection.

Sending an email might seem like a dying trend due to the advancement of technology leading to people having access to text messages and video calls. But in business and academic terms, it is still most widely used. Without an internet connection, emails can only be sent in a local connection, but it is not possible for long distances. However, there is also an option for checking your email while staying offline in some web services like Gmail.