IT Pro is supported by its audience. When you purchase through links on our site, we may earn an affiliate commission. Learn more

What is SMTP?

Have you ever wondered how your email gets to its recipient?


Despite the rise of business messaging and collaboration apps such as Slack and Microsoft Teams, email is not ready to be killed off just yet. In fact, you might want to hold off on deleting your Gmail account, regardless of how much it annoys you. Email is still considered to be the most popular way of communicating about work-related matters, with some people being capable of spending an entire day just going through their inbox. A recent survey by Mail Manager found that 90% of respondents indicated that they use email to communicate with their clients, while Skype and WhatsApp, by comparison, were used by 55% of those surveyed. Just 15% of those surveyed said that Slack was their go-to communication platform. 

Although it definitely has its faults, email is here to stay as a form of formal correspondence. Jacob Wardrop, commercial director at Mail Manager, went as far as to describe the Gen-X staple as the "letter of today". 

"While tools like Slack and WhatsApp are great for informal correspondence and chat, email remains the core correspondence method for formal communication. Before the digital era, companies would send formal correspondence as letters, which would be physically stored. Now, email is the tool for formal correspondence, but the need for filing and securely storing this communication remains, even though it's digital," he said.

So what makes the simple email so popular? One of the reasons for this might be an innovation known as 'SMTP', or Simple Mail Transfer Protocol, which is the mechanism that underpins email communications. A main component of email for over 40 years, the SMTP has been a key part of the email's lasting significance.

SMTP can be seen as a framework for how data is sent between email servers. Most of the major email providers, such as Gmail and Microsoft's Outlook, use it as the basis for their data transmissions so that emails can be sent beyond their own services.

The origins of SMTP - which is also known as RFC 821 and  RFC 2821 - can be traced back to 1980 and computer scientists John Postel. Since then it has been changed and tweaked many times but the basic idea is still the same. There are four key components, called 'agents', that make up SMTP - mail user agent (MUA), mail submission agent (MSA), mail transfer agent (MTA) and mail delivery agent (MDA). The protocol works by moving an email from one device's MTA to the agent of another machine. The other agents all have similar roles within the system as emails are reliant on all four parts.

The Post Office Protocol 3 (POP3) or even the Internet Message Access Protocol (IMAP) mechanisms are also deployed, depending on how users configure their email platforms, to gather and transfer emails to their destinations.

Both systems offer pros and cons, but most enterprise platforms normally use IMAP because emails can be stored on a server rather than on individual devices. When using IMAP, it's also important to specify which server stores the messages, so they can be received without delay or error by all devices which require them.

The SMTP server

An SMTP server is just a computer running SMTP. Once messages are picked up they are sent to this server for passing onto recipients.

Six steps to (email) heaven

An email is sent from sender to recipient using six steps.

1) The email is submitted by an MUA to a mail server's MSA.

2) This email is transferred to the server's MTA via port 25 (the MTA and MSA are typically hosted on the same SMTP server).

3) The MTA confirms the MX record of the recipient domain and transfers the message to another MTA (this can happen many times until the message is received by the destination server).

4) The email is given over to the MDA, which saves the message in the correct format for retrieval by the receiving MUA.

5) The receiving MUA requests the message from the MDA via POP3 or IMAP.

6) Lastly, the email is delivered to the receiving MUAs inbox.

Using MIME to send attachments

Related Resource

2021 state of email security report: Ransomware on the rise

Securing the enterprise in the COVID world

2021 state of email security report: Ransomware on the rise - whitepaper from MimecastFree download

SMTP is a very reliable protocol, but it is constrained to sending text only. This would make email very limited as we wouldn't be able to send any attachments. This is where MIME comes in.

MIME stands for Multipurpose Internet Mail Extensions. This is an extension to SMTP that allows users to send different kinds of files over the internet, such as audio, video, images, application programs, etc. It also allows for non-Latin characters and emails that contain multiple parts (such as an email with a plain text element and an HTML element).

SMTP Authentication

Another extension to SMTP is SMTP Authentication. This enables email clients to authenticate when connecting to an SMTP server using a username and a password. This prevents unauthorised users from sending email through an SMTP server.

Featured Resources

Four strategies for building a hybrid workplace that works

All indications are that the future of work is hybrid, if it's not here already

Free webinar

The digital marketer’s guide to contextual insights and trends

How to use contextual intelligence to uncover new insights and inform strategies

Free Download

Ransomware and Microsoft 365 for business

What you need to know about reducing ransomware risk

Free Download

Building a modern strategy for analytics and machine learning success

Turning into business value

Free Download

Most Popular

Russian hackers declare war on 10 countries after failed Eurovision DDoS attack

Russian hackers declare war on 10 countries after failed Eurovision DDoS attack

16 May 2022
16 ways to speed up your laptop

16 ways to speed up your laptop

13 May 2022
Windows Server admins say latest Patch Tuesday broke authentication policies
Server & storage

Windows Server admins say latest Patch Tuesday broke authentication policies

12 May 2022