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SMTP is short for Simple Mail Transfer Protocol and is a type of outgoing mail server. Due to the difficulty with maintenance, most web hosting providers do not offer access to simple mail transfer protocols. Also, they can be extremely difficult to defend against hackers and malicious users. Many web hosting companies are also trying to cut corners to save money so SMTP is one of the first areas to eliminate.

The most common email systems can be broken down into two functions:

• SMTP
• POP3

When combined, these two protocols allow users to send and receive email messages across the internet. SMTP performs the functions necessary to send a message from one point or address to another. As a user is sending a message, SMTP confirms that the sender has the right to do so. Then the system sends the outgoing message. If the mail is undeliverable, SMTP sends an email back to the sender notifying them of the failure.

The majority of email systems utilize SMTP to send messages between servers. POP3 or IMAP platforms are then used to retrieve those send messages on the other end. SMTP is also used to send email messages from a mail client to a mail server. These are the reasons for specifying the SMTP and POP3 or IMAP servers when configuring your email client.

Configuring the application correctly will identify which SMTP server is being used for sending outgoing messages and which POP3 or IMAP server is used for receiving messages. To complete this task properly, give your email client access to the SMTP server by stating your IP address.

The user never sees any of these transactions as they are all behind the scenes. The user simply clicks the send button or opens the email and the transfer is complete. With the emergence of IMAP email system technology, SMTP may not be necessary in some cases as it handles both sending and receiving of email messages.

Like POP3, SMTP has been around for quite awhile, specifically since the mid 1980’s. As technology is improving, the need for these types of systems may be diminishing and making way for one that completes all tasks. For instance, the IMAP technology is implementing aspects of POP3 and SMTP and combining them into one easy-to-use package.

The concept behind SMTP working in conjunction with POP3 is simple: one sends the messages and one receives them. Although the mechanics in the coding of these systems can be complex, it makes life much easier for those using an email client.

There are many advantages that make the POP3 email platform attractive to email clients. This is the most common and popular email platform but is becoming outdated. Therefore, an update needs to be released in order to keep pace with ever-increasing technology.

Along with the many great features we have seen over the years from the POP3 email platform, there are a few noteworthy disadvantages including,

• Opening attachments
• JavaScript issues
• Corrupt email folders
• Disappearing of privacy
• Potential for infection
• Consumption of resources
• Downloading large files

While opening attachments within an email client that utilizes this platform is a quick and simplified process, the efficiency slows down greatly when the attached file contains a virus payload. Another disadvantage is the potential for JavaScript issues. If enabled in your email reader, you could be the target of a nuisance JavaScript file embedded in your email. This can cause computer issues and create a security hole.

Additionally, email folders can sometimes become corrupt and lost along with all the emails in that folder. Recovery can be an arduous task and may not always be an option. Furthermore, since POP3 uses your local hard drive to store messages, your privacy disappears when someone sits down at your computer. Even if the email reader contains a password, an individual that knows what they are doing can find other ways to access these folders and read your emails.

Also, your locally stored email files are subject to viruses that may be embedded in your machine by other means. Using an effective virus scanner will help with this issue but is only effective on 60 percent of emails being sent to other recipients. Additionally, after a while, these emails will collect (if not properly maintained) and begin to eat up valuable system resources like storage space.

Finally, the POP3 email system is set to download attachments one at a time. Therefore, messages sent with large files can take a great deal of time to download resulting in an unmanageable, counterproductive system. Utilizing mobile devices and dialup connections can cause even greater frustration and difficulty.

Despite the many advantages developed over the years, the disadvantages seem to have gone overlooked. Therefore, POP3 needs a vast update or overhaul in order to keep up with the demands of modern technology. There are other platforms in the works that will fix the shortcomings of the POP3 email platform.

POP3 emails utilize email readers in order to transfer and properly display the message. Common email readers include Netscape Messenger, Pegasys, Eudora, Juno, Microsoft Outlook and Outlook Express, and AOL Mail. Most internet browsers come bundled with email readers for ease of use.

There are numerous free, open source, commercial email readers available as shareware to be used with all different types of operating systems. The process is quite simple, when you want to check your email just click the application to open. Once open, the program will download new emails to the client and display them on the screen.

Creating an email is just as simple. Once logged in, Reply, Forward and New Message are commonly available on the toolbar. Whichever method is selected, you must click the send button once finalized in order to transfer the message to the appropriate party.

There area many advantages to using the POP3 email system. These include:

• No need to log into the internet
• No advertising
• Opening and adding attachments is quick
• No size limit to sent and received messages
• No maximum mailbox size

The primary advantages of a POP3 email system is there is no need to log onto the internet to send, view or forward email messages. Instead, the messages remain in a hold folder which saves the message until accessed. This folder allows the user to add priorities to the message or schedule a date and time for when you would like the message to be posted.

Another major advantage is the lack of advertising in POP3 email. Hotmail, Yahoo and Gmail all have annoying advertisements around your inbox and within messages. Also, opening and adding attachments to messages is much quicker than uploading them through an internet system because they are already local to your PC.

Furthermore, there is no size limit to sent and received messages. This makes it much easier to send large files as opposed to breaking them down into smaller pieces and sending or compressing them. Finally, with POP3 systems, there is no maximum mailbox size; all files are stored locally on your computer. The only limitation is the size of your hard drive.

POP3 clients have many advantages that help improve productivity within a business and easy navigation for personal use. Microsoft Outlook is an example of excellent POP3 email software and they continue to improve the program due to customer feedback.