Improving Attachments

in Email-Client

Name:
ID# :
ITBP261 / Section No.
Course Instructor:
December 22, 2003
Background:

You have probably already received several e-mail messages today. To look at them,

you use some sort of e-mail client like Microsoft Outlook, Outlook Express, Eudora

or Pegasus. People also subscribe to free e-mail services that appear in a Web page

like Hotmail or Yahoo to use an e-mail client.

No matter which type of client you are using, it generally does four things:

ß It shows you a list of all of the messages in your mailbox by displaying the

message headers which shows you who sent the mail, the subject of the mail,

the time and date of the message and the message size.

ß It allows you to select a message header and read the body of the e-mail

message.

ß It allows you to create new messages and send them. You type in the e-mail

address of the recipient and the subject for the message, and then type the

body of the message.

ß Most of them also allow you to add attachments to email messages you send,

and also let you save the attachments from messages that you receive (Brain,

no date).

Your e-mail client lets you add attachments to e-mail messages you send and save

attachments from messages you receive. Attachments might include word processing

documents, spreadsheets, sound files and pieces of software. However, if you don't

have the program associated with the attachment, you won't be able to open your

email attachments.

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It does not make sense to send a message to someone who cannot speak your

language. Nor does it make sense to send a file if the receiver cannot use it. But most

time wasted with file transfers is on the receiving end, due to incompatible file

formats. To solve this problem you must have software that gives you the ability to

view attachments without the original program. With it you can open and view

different file types or formats without needing the original program.

Limitations:

It’s no good sending somebody a file if they do not have a program which can

actually open this file. Therefore, some companies have tried to come up with useful

solutions for this problem. These companies provide most programs with some built-

in translators that convert files to and from various formats. For example, most

modern word processors have built-in translators (sometimes referred to as filters)

that can convert documents between the different formats (What are file formats?, no

date). Moreover, many applications provide the ability to save a file in a different

format. Therefore, you can send a file to someone that you know doesn't have the

application the file was created in. Although these solutions do solve the problem,

they still have some limitations. For example, you still can't open the file that was

created by a program you don't have, and it can't be opened using the programs you

do have. You can't also exchange files between computers running different operating

system (OS).

Thus, our created software will solve the problem of attachments. The software will

have the KeyServer that provides access to a variety of commercial applications that

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could provide you with the program you need to open the file. In addition, it will

have a table built into it that tells different operating systems which program to use

for different file formats. If you also have the application used to create the file, the

software uses filters in order to convert files to and from various formats.

By using this software there is no need to download a program that opens the file

associated with the attachment. In brief, our software solves the problems that the

other available solutions have.

Project Description:

If you don't have the program associated with the attachment, you won't be able to

open your email attachments. To solve this problem you must have software that

gives you the ability to view attachments without the original program. With it you

can open and view different file types or formats without needing the original

program. As a result, my project will focus on this problem. It will be about powerful

software that looks at the different file formats in an intelligent way based on Java

language. In addition, I anticipate that the results of this project will be good.

There will be three phases in solving problem:

Opening a file you didn't create:

The format that you received the file in may work with an application you currently

have, or you may need to "translate" the file into a different format. If you have the

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application used to create the file, the created software uses filters that convert files to

and from various formats. In addition, the software will have a table built into it that

tells both Macintosh and Windows computers which program to use for different file

formats. So if the file format is in the table, this will cause the correct application to

start and the file to open.

Opening a file that was created with an application you don't have:

The created software will have the KeyServer that provides access to a variety of

commercial applications that could provide you with the program you need to open

the file. Therefore, if you receive a file that was created by a program you don't have

and it can't be opened using the programs you do have, the created software provides

access to its application.

Sending a file to someone that you know doesn't have the application the file was

created in:

Our application provides the ability to save a file in a different format. This is usually

found under the Save As option. Find out what applications or versions the person to

whom you are sending the file has then see if you can save the file in the appropriate

format for that application. If that option is not available, you can save it as "rich text

format."

This is how the software solves the problem.

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For my project to be developed, it will go through the following six steps:

Analyzing Step:

I will collect the information about email clients, attachments and how they work and

this will be done using Internet. Then I will study the possibility of adding this

improvement to email client software and how this software works. By this way, we

can anticipate what the difficulties may face us, so we can be alert about facing and

solving them.

Design Step:

We will write this application using java programming language. Java is related to

many programming languages: C, Simula, Modula, Pascal, C++, etc.

I choose java programming language for the following reasons:

ß Java is the new language for Internet applications. And our created software

will be related to email client that is an application of Internet.

ß It is intended to be very portable or, at least, it should be possible to build Java

execution environments for a wide variety of computers and operating

systems.

ß Runs Anywhere – If our program is written in Java, the email users can use it

on almost any operating system.

Therefore, by using Java language, this software could be developed without any

difficulties.

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Implementation Step:

If everything looks fine and works smoothly, then we can add it to the email clients.

However, to open and view attachments from the email client in created software

there are two options available:

ß All you have to do is simply save the file to your computer and then navigate

software to that location. Whenever you want to navigate software to the file

location, all you have to do is select the File Location, which will be available

in the “Save As” dialog box in the software.

ß Set software as the default viewer for all attachments. To do so, simply set the

Open File Attachments option within the Configure window of the created

software to ‘Always.’ Once set, simply double-click on an attachment to view

it.

Testing Step:

This step will be done in two ways. In the first way, a Java code should be written,

edited and compiled using Borland JBuilder Enterprise. We choose it because it

offers a wealth of capabilities that provide the flexibility such as developing and

consuming Web Services with JBuilder Enterprise which includes integrated Web

Services tools, delivering Web applications faster with a new Web development

framework and increasing productivity and code reliability with an enhanced editor,

HotSwap debugging, and improved performance. (Borland® JBuilder® 8, no date)

After that, everything should be executed and tested using Windows, UNIX and

Macintosh operating systems.

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In the second way for the testing step I will be the supervisor. And to do the testing,

there will be two groups of persons, senders and receivers. The senders will try to

send different types of files whose creator application does not exit in the receivers

computers. Here the receivers will try to open their email attachment. If opening the

files is successful that means the created software works. Otherwise, we will move to

the maintenance step.

Maintenance Step:

We will fix any problem that is recognized during the testing phase. I anticipate that

there will be problems in opening some files. If this kind of problems faces us, we

will return again to the code that is related to these files and try to fix the problems.

Finalizing Step:

Now, we can announce about our project to the users of emails and show them how

this software helps them.

Potential for Practical Application

Benefits

It happens to me all the time and it's probably happened to anyone. The file you've

been waiting for arrives in the wrong format. Time is always wasted trying, often

without success, to find compatible programs available to solve this problem. In this

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case, our software might help because it's ideal for users who frequently find

themselves faced with a file which they don't own the creator application for. The

software does a very good job of preserving document formatting. For example, it

allows you to preview images, text, word processor files, HTML documents,

presentations, zip files and more. With it, you can also transfer data among Windows,

Macintosh and UNIX.

In addition, the application provides the ability to save a file in a different format. As

a result, you can send a file to someone that you know doesn't have the application the

file was created in.

Therefore, this is a very handy tool to have in your computer. Software saves your

time, storage space and money too, if you regularly work with files in a range of

formats or receive files produced by others. For example, you won't have to buy an

application just to print and view its files because this application will combine all

different types of files just in software.

Market

Some sort of e-mail client like Microsoft Outlook, Outlook Express, Eudora or

Pegasus and others that many people use to look at their e-mail messages are

interested in selling and obtaining this new software because it will attract many

people to them. Therefore, I anticipate that it will hit the market successfully. In

addition, since email clients are widely used, it will be in demand in both the global

and local markets. Moreover, this improvement will be desired by all email users

regardless of their age.

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Potential users

As soon as new software hits the market, many people with different educational

levels will be able to use this product. IT professionals, business professionals,

managers, graphics and web designers, teachers, and even students will make sure to

get and use this application because they want to gain the benefits from using it, and

they also need their work to be done quickly. For example, teachers may receive

different file formats from students, so they must have the creator applications for

these different file formats to open them. Therefore, using the application will help

them to do their work easier and faster because they will not waste their time trying to

find compatible programs available to solve this problem. Therefore, it is a good way

to save the time.

Things necessary to use the product

In order to use this product, there are few requirements. The software will open any

file using keyserver except .PDF files because Adobe Systems maintains rights to the

viewing technology for .PDF files. Therefore, users need Adobe Acrobat Reader

installed to view these types of files.

The software is perfectly suited for everyone who is interested in using email. Users

will be able to view step-by-step procedures by clicking on the Help option; therefore,

they won’t face any problems in using it.

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Schedule

Any project to be developed needs time. For this project, developing the software and

making it available for email client users will take almost two months. It will go

through six steps, and here is the schedule of the project. First, the project should be

analyzed by defining the problem, how it will be solved, and what the needed

requirements are. This step would probably take one week. Second, the project will

take only three weeks to design the program by writing the code in Java. Next, two

weeks will be needed to implement the software. One week is also required for

testing and debugging the program. After that, the project should go through the

maintenance step, and another week is also required for documentation and

maintaining, which is needed to fix any problem we recognize during the testing

phase. Finally, the project should be finalized, and that would last only one week.

Description Time Required

Analyze problem One week
Design program Three weeks
Implement software Two weeks
Test program One week
Documentation and One week
maintenance
Finalizing phase One week

Facilities and Equipment

To achieve the final application, some equipment is required. The development of

software will require a lab which has machines with different operating systems.

Moreover, the machines must have Borland JBuilder Enterprise to write the code, edit

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and compile, and also have different sorts of email clients. The lab should include

power supply and all equipment that will be needed in order to provide an appropriate

place to accomplish the work. In addition to the lab, IT professionals could be helpful

to end this project in a short time because without personnel the project can't be

completed. One supervisor and five technicians will be enough. But as I mentioned

before, I will be the supervisor who will be responsible for monitoring and organizing

the work. The technicians will do the real job. Three of them will be software

engineers and they will work on writing and developing the software. And all the

technicians will work together in testing phase to have big opportunities to catch

problems. These are the only requirements needed to develop the software. However,

some extra requirements could be added to the list, such as pens and papers.

Budget

Each project to be developed needs budget; therefore, budget must be as accurate as

possible.

For this project, we need Java program, Borland JBuilder Enterprise program, five

PCs, a lab, power and AC supply, and personnel. All the personnel will work four

hours per day for five days weekly. The lab will be rented for nine weeks, Dhs.1000

per week. Moreover, each project needs requirements to be used to design the

software and the costs for the equipment are listed in the next table that illustrates the

anticipated budget for my project. Finally, the total cost for our project is

Dhs.171000, which is the sum of the sub total of the facilities, personnel and

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equipment for nine weeks. As I said above, these values are anticipated and they are

subjected to change as required.

Facilities Cost (Dhs. per week)

Lab 1000
Subtotal 1000
Personnel Cost (Dhs. per week)
3 Software Engineer 3 X 2800
2 Technicians 2 X 2800
Supervisor 3000
Subtotal 17000
Equipment Cost (Dhs. per week)
5 PCs with different Operating systems 5 X 100
Borland JBuilder Enterprise 250
Java Program 80
Power and AC Supply 100
Miscellaneous + Snacks 70
Subtotal 1000
Total Cost (per week) 19,000

Total Cost for Project: Dhs.171, 000

Conclusion

The software will be a truly remarkable addition for users of email clients. It will

solve the problem of attachments. It will also give them an efficient way to view

attachments without needing the original program because it provides access to a

variety of applications that could provide them with the program they need to open

the file. Therefore, they can open and view different file types or formats without any

difficulties, and there is no need to download a program that opens the file associated

with the attachment. With it, users will feel happier and their time, effort, storage

space and money will be saved. In addition, it will be extremely easy to use.

Therefore, don't be surprised if the software will be the most demanded software on

the world.

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 References

Brain, M. (no date). How e-mail works. Retrieved November 18, 2003, from

http://computer.howstuffworks.com/interpol.htm

Borland® JBuilder® 8. (no date). Retrieved October 20, 2003, from

http://www.borland.com/jbuilder/pdf/jb8_faq.pdf

What are file formats? (no date). Retrieved November 18, 2003, from

http://www.nut-n-but.net/CCPCUG/TechBrief%20Articles/TB0204.html

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