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Glossary – Mail server

Mail server

Nikiforov Alexander
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What is a mail server?

A mail server is a specialized program responsible for receiving, processing, and sending emails. It plays a crucial role in the message transmission process, identifying the sender and recipient, and then redirecting the email to the correct address. Popular mail providers like Gmail, Mail.ru, and Yandex have numerous mail servers. This ensures stable and fast sending and delivery of large volumes of emails generated by their users. For example, if you send an email from a Yandex mailbox to Gmail, both providers' servers will be involved in this process.

How does a mail server work?

Let’s understand how a mail server functions using a simple analogy. Sending an email from Gmail to Mail.ru can be compared to sending a regular letter from Russia to France.

  • You write an email and click the "Send" button. The program forwards the message to the server.
  • When sending a physical letter, you place it in the mailbox.
  • The Gmail mail server forwards the letter to the Mail.ru server.
  • Postal employees check the address on the envelope and forward it to France.
  • Mail.ru receives the letter and directs it to the intended user.
  • The French postal service delivers the letter to the recipient.
  • The recipient opens and reads your letter.

Unlike traditional mail, all these actions in email occur instantly and automatically, without human involvement.

Email system protocols

Various protocols are used to handle emails, including:

  • Simple Mail Transfer Protocol (SMTP): used for sending emails to the server.
  • Post Office Protocol 3 (POP3): allows receiving emails from the mail server and transferring them to the recipient.
  • Internet Message Access Protocol (IMAP): also retrieves emails from the server but works directly with the mail on the server rather than downloading them locally. This makes IMAP more secure and reliable.

Schematically, the process of exchanging emails can be represented by the following diagram:

Own mail server or ready-made solution?

If you need a mailbox for personal use, you can create one absolutely free. However, for companies, it is more practical to use corporate email with a unique domain address, which allows immediate recognition of the message sender. A single company can have multiple mailboxes for various purposes: for general correspondence, for each employee, and even a separate mailbox for mass mailings.

For creating a corporate email, you can choose one of the following options:

  • Ready-made solution: providers like Yandex, Gmail, and Mail.ru offer the possibility to create corporate mailboxes on their servers. Although this service is most often paid, there are free options, such as from Mail.ru. The advantages of a ready-made solution include:
    • Quick setup;
    • Moderate cost;
    • Additional services;
    • Technical support.
  • Email on your domain: purchasing a domain and creating a mailbox with the same name. For example, if your company is called "Cosmos," you can register the domain cosmos.ru and create an email [email protected]. This method is advantageous as you only pay for the domain, and the mailbox is created for free.
  • Own server: deploying your own server to handle corporate email can be a complex and costly process. You will need investments in hardware or rental of an online server, as well as the presence of a system administrator.

It is important to remember that for mass mailings, you should not use your email directly, as this can lead to the blocking of your domain name and emails ending up in spam. In some cases, having your own server becomes necessary, for example, for large companies that send a high volume of emails daily or handle confidential information.