Article by Staff Writer, Posted: November 19, 2003

Email Software

Email software comes in many programs to make the electronic mail or email sending process possible on both the personal and corporate sides of communication.

Software is used to facilitate email capabilities on individual computers as well as networks. This particular type is known as client email software. Different software applications have also been developed to administer the various stages of the delivery process. Additionally, there are add-ons used to enhance electronic emails for both sender and recipient. There are also types of software that have been developed to give email the ability to work with other sources of communication, such as cell phones.

The very basic and fundamental form of email software is email client software, which gives the user the ability to send, receive and manage electronic messages. While there are several free and readily available web-based email programs, there are some fundamental differences among them that affect user flexibility.

On web-based programs such as Hotmail messages are kept on the server and accessed through a web browser. Client email software downloads messages from the server to a computer. Server space is limited and quick access to messages can be hindered by web traffic. Once taken off the server, messages can then be handled with more speed and efficiency. Examples of email client software include Eudora, Pegasus and Outlook, which is included in the Microsoft suite.

Email software is also used for the various components of the electronic mail delivery process. Server software is used with the mail server to actually send or receive messages. Such features include the management of multiple mailboxes of different types (POP, SMTP, HTTP, proxy, etc.), and the timing and scheduling of delivery of email for local networks, as well as over the internet.

There are a variety of applications for email software. There is software dedicated to the monitoring of email, with features that may include: checking for spam, email notification, recording of online activity such as messages and chats, supervising child email activity, checking for garbage email, and the ability to monitor multiple accounts.

Software has been developed for gathering or harvesting email addresses meant for bulk emailing, which is also a function for some email software programs available. Bulk email software facilitates getting one message to a large number of people without the accountability or customer-focus of the permission or opt-in email approach.

A derivative of bulk email software is for email marketing which serves to personalize messages based on information from a database. Databases can be used to tailor emails by not only inserting a specific name from an information field, but can also be used for targeting individuals based on their interests or demographic information. For marketers using electronic mail as a medium for advertising, this is the ideal way to separate their messages from bulk email messages that are usually identified as spam.

Add-ons are another type of email software. Such utility software is used for functions like spam protection, message encryption, email address validation, message backup, auto-responding to messages, duplicate message removal, and for previewing messages before downloading them from the mail server.

Email also has the ability to work with devices not physically connected to a computer. “Talking email” gives users can access their messages by telephone. “Wireless” email allows access to email messages through pagers, cell phones, and other PIM (personal information management) devices.

As evidenced by the many examples illustrated, email software comes in many forms and serves many functions for this widely-used genre of communication. From the actual mechanics of sending the message to how the message is constructed and managed, software support and sustains the entire process. To ensure its efficiency, applications are continuously being developed and improved upon to expand electronic mail capabilities.