Software Requirements Specification

For
E-Mail System
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Bhaskar jain,105

Pranjal Saiwal,115

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Œanuary 5, 2011

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E-mails are the basic form of communication on an internet. It sends text, images, sounds from
one user to another. It is very easy to use, economical and user friendly. Every person can be
benefitted from this system. The email system is handling electronic mail (email) on the
Internet. This system includes programs that compose, send, retrieve, and view messages, and
agent machines that are part of the mail handling system. Like other complex systems, the
email system is best explained by looking separately at different perspectives, applying the
principle of separation of concerns.
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E-mails form a fundamental form of communication in day to day life. It has been accepted as
an essential part of business communication. It can also be used as a two way communication
for networking applications. There are already many similar systems like Outlook Express ,
Skylook etc. functioning in the market.


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There are two coequal ways of looking at email systems - the administrative perspective (who does
what), and the process perspective (how it flows). The e-mail system Is a not a very new concept. It
has been proposed and implemented in the likes of yahoomail.com,rediffmail.com, etc. Like other e-
mail systems a user may not have a defined e-mail id. It is capable of sending email from any user
accounts to any other, thus saving internet overhead timings of login and verifying different
accounts. 

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In the process perspective, the mail handling system can be modelled as a sequence of relay
processes, each temporarily storing the message, performing some specialized function, and
passing it on to the next relay using the SMTP protocol. You can tell how many relays handled a
message by looking at the lines labelled "Received:" in the message header. There should be
one for each relay. We can ignore them in higher-level models, just as routers and physical links

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 can be ignored in discussing relays.

In the administrative perspective, the principal entities are actors, their roles, and their
relationships. Who are the actors in a typical email system? What are their roles and
responsibilities in handling the mail? What are their relationships with each other? What are
their motivations? How can we build better security systems?

It consists of a database which keeps track of all the texts, images, graphics, etc. A request is
sent by a user and responded accordingly by the centrally situated server. Each user needs to
have an account which acts as a unique identity to him over this system.
The values of sender and receiver are tracked along with data and time. Whenever an e-maiol
is sent the inf0/data/matter is moved to the allocated data space of that receiver.
Date/time, length of message, attachments and images are all allocated and moved in the same
way. Date/time counters are system generated.
For authentication purposes each user is given a separate user id and password.

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System aims to be a simple e-mail, newsgroup and news feed client. Additional features, if
needed, are often available via other extensions.

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Thunderbird can manage multiple e-mail, newsgroup and news feed accounts and supports
multiple identities within accounts. Features like quick search, saved search folders ("virtual
folders"), advanced message filtering, message grouping, and labels help manage and find
messages. On Linux-based systems, system mail (movemail) accounts are supported.

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Thunderbird incorporates a Bayesian spam filter, a whitelist based on the included address
book, and can also understand classifications by server-based filters such as SpamAssassin.

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Extensions allow the addition of features through the installation of XPInstall modules (known as
"XPI" or "zippy" installation). One example is Lightning, the calendar extension mentioned
above.
Extensions and themes (below) available on the Mozilla Update site may be upgraded through
the client.
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Thunderbird supports a variety of themes for changing its overall look and feel. These packages
of CSS and image files can be downloaded.
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Thunderbird supports POP and IMAP. It also supports LDAP address completion. The built-in
RSS/Atom reader can also be used as a simple news aggregator. Thunderbird supports the
S/MIME standard, extensions such as Enigmail and support for the OpenPGP standard.
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Thunderbird runs on a wide variety of platforms. Releases available on the primary distribution
site support the following operating systems:
Ê Windows
Ê Linux
Ê Mac OS X
Ê OS/2
Ê eComStation OpenSolaris

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It is divided into two main classes, the personnel class and the official class.
In personnel class- one may store all the personnel details, contacts, etc. It is kept under low
surveillance and is a little prone to be hacked as security is not upto the standars that meet in
the official class.
The other class, the official class- has very high surveillance and is guarded and protected by
many other internet programs. The authentication is complex so as to meet the quality

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 sercurity standards. Details are not disclosed to chat rooms and groups.
Groups- are capable of sending e-mails to groups. Conferencing, both audio and video is made
possible and supported.
Chat rooms- like other systems, such as googletalk, yahoo messengers are used and use similar
features. User can even talk to a person on googletalk and yahoo messengers simultaneously.
Everything͛s just a click away.

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 The recommended system is Windows 2000 Professional on a computer

with a Pentium III processor and 128MB of RAM. Pentium 133 MHz or higher processor
required.
` RAM requirements for Microsoft Outlook depend upon the operating system used,
plus an additional 8 MB of RAM for each Office application running simultaneously: for
Windows 98 and Windows 98 Second Edition, 24 MB of RAM for the operating system; for
Windows Me, Windows NT Workstation or Server 4.0, 32 MB of RAM for the operating system;
for Windows 2000 Professional, 64 MB of RAM for the operating system.

 Hard-disk space requirements will vary depending on configuration. 135 MB of
available hard-disk space is required for the default configuration of Microsoft Outlook with
115 MB on the hard disk where the operating system is installed. Customers without Windows
2000, Windows Me or Office 2000 SR1 will require an extra 50 MB of hard-disk space for the
System Files Update. Custom installation choices may require more or less hard-disk space.
  CD-ROM Drive.

 Super VGA (800x600) or higher-resolution monitor with 256 colors.
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 Microsoft Windows 98, Windows 98 Second Edition, Windows Me, Windows
NT 4.0 with Service Pack 6 or greater, or Windows 2000 or greater. On systems running
Windows NT 4.0, the version of Internet Explorer must be upgraded to at least 4.01 with
Service Pack 1.

 
Microsoft Mouse, Microsoft IntelliMouse, or compatible pointing device.

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 Multimedia computer required for sound and other multimedia effects. A
hardware accelerated video card or MMX processor will provide improved graphical
rendering performance. Pentium II 400MHz or higher processor, 128 or more MB of RAM,
close-talk microphone and audio output device required for speech recognition.
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 Microsoft Exchange, Internet SMTP/POP3, IMAP4, or MAPI-compliant
messaging software for e-mail; Microsoft Exchange Server required for certain advanced
collaboration functionality in Microsoft Outlook; some Internet functionality may require
Internet access via a 14.4kbs or greater modem or a high speed connection, and payment
of a separate fee to a service provider; local charges may apply.
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  Graphics tablet recommended for handwriting input features.

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A mail hub is used to implement the achieved system over the internet.
`  is used to denote an MTA (message transfer agent) or system of MTAs used to route
email but not act as a mail server (having no end-user email store) since there is no MUA (mail
user agent) access. Examples could include dedicated anti-SPAM appliances, anti-virus engines
running on dedicated hardware, email gateways and so forth.
The servers would be all Linux x86 servers with low cost SATA or PATA hard disk storage. The
front-end servers would most likely run Postfix with Spamassassin and ClamAV. This RAIS
server Cluster would then overcome the problem with Perl based Spamassassin being too CPU
and memory hungry for low cost servers.


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Some of the existing systems are:
Microsoft Outlook, Penelope,Eudora, Windows Mail, Zimbra, YAM, The Bat!, Sylpheed,

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 Squirrelmail, Spice Bird, Pocomail, Pine, Opera mail, Netscape Messenger 9, Windows Mail,
Mailsmith, Microsoft Entourage, etc.
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The main Aim of E-mail System Application is to develop a user-friendly system which sends,
receives the email messages, confidential documents by attachments from one user to another,
place doesn͛t matters here in this system.
It is very easy to handle operations using the particular system.
This system is developed to give better out look to the user interfaces and to implement the E-
mail operations like:

á New Account Creation

á Login
á Send/Receive Mail
á Delete Mail

This system is developed for mainly to send and receive E-mails from the various users. The
existing system contains various services such as send mail, compose mail, delete mail. The
existing system is fast means to send or deliever the email messages. The system maintains
security by authenticating the authorized user. The system helps to create a user as a authorized
user by providing the facility of registration. This system is developed in ASP.NET and also with
the help of C# programming language & html.

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 Office Outlook 2007 provides a new fast way to find your information, no
matter which folder it is in. Outlook now uses the same search technology that Microsoft
Windows does, to deliver fast results regardless of mailbox size. In addition, an improved
visual design displays each individual result of your search immediately, as soon as it is

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 available, while the search is still running. Search now appears in the same place no matter
where you are in Outlook. You can also forward your search query to Windows Desktop
Search for a broader search of your entire computer. For more information, see Find a
message or item by using Instant Search.
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New Color Categories give you a quick, visual way to customize items and
to distinguish items from one another, making it easy to locate information. Suppose, for
instance, that you want to assign a color category to all items related to a certain project. You
can add the same color category to e-mail, calendar, and task items so that you can easily
locate all items from that project at a glance. When you need to find the information later,
you can search and sort by Color Categories to quickly and visually identify what you are
looking for. For more information, see Assign a color category to an e-mail message.
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  Color Categories are now saved in your default data file, instead of
in the Windows registry. If you use a Microsoft Exchange account, your categories are now
available on all of the computers that you work on.
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 Office Outlook 2007 has a redesigned user interface that
makes it easier and more intuitive for you to compose, format, and act on your e-mail. You
can now access all of the rich features and capabilities in Outlook in at one easy-to-find
location within your e-mail message.
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    Using the new Attachment Previewer, you can view your
attachments from within the Reading Pane by making only a single click. This improvement
saves you time and allows you to view attachments in context with the e-mail message. For
more information, see Preview messages.
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  The Navigation Pane can now be minimized into a vertical
button bar, to provide you with a larger work area while allowing quick access to Favorite
Folders and other views. For more information, see Minimize or expand the Navigation Pane.
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The system supports Japanese Yomi names in Contacts.
EASILY MANAGE YOUR DAILY PRIORITIES

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á   The new To-Do Bar integrates your tasks, e-mail messages flagged for follow up,
upcoming appointments, and calendar information in one convenient place. The To-Do Bar
gives you a consolidated view of your priorities for the day.
á      Flags are now more useful throughout Outlook. You can use a
flag to quickly create a follow-up item that can be tracked in the To-Do Bar, in your Inbox,
and even in Calendar. They are also still handy for setting reminders for yourself and other
people. For more information, see Track e-mail messages that require follow up.
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the Daily Task List so that you see them displayed beneath your daily appointments and
meetings. To allot time for working on a task, you simply drag the task onto your calendar.
When you complete a task on a given day, the task sticks to that day, providing a visual
record of the work that you performed. Tasks that you do not complete roll over to the next
day, and accumulate until you mark them as complete. For more information, see View your
tasks.
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Improved scheduling capabilities in Office Outlook 2007
and Exchange 2007 help you to schedule meetings easily and in less time. When you use
Exchange 2007, attendee schedules are reviewed, and an ideal meeting time and location is
recommended. A number of other improvements in Office Outlook 2007 make the
calendaring experience easier for people who are using Exchange 2003 or Exchange 2007.
When changes are made to the meeting location or agenda, attendees receive an
informational update, rather than having to reaccept the meeting. Additionally, changes are
highlighted in the meeting update, making it easier to locate the information that has been
modified. For more information, see Schedule a meeting.
PUT RELEVANT INFORMATION AT YOUR FINGERTIPS
By bringing relevant information directly to your Inbox, Office Outlook 2007 puts you in touch
with the information that you need every day.
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 Office Outlook 2007 allows you
to interact from anywhere, anytime, with information stored in SharePoint lists. You can
connect calendars, document libraries, discussion boards, contacts, and tasks into Office

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 Outlook 2007, and then preview, search, or edit that content. Any changes that you make to
this information is updated both on the server version and in your Web browser. New Office
Outlook 2007 features (such as calendar overlay, electronic business cards, and the To-Do
Bar) also incorporate SharePoint content. For more information, see Open, edit, and update
files from a SharePoint site.
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RSS Feeds provide a convenient way for content
publishers to distribute information in a standardized format. A common example of RSS
content is the sources for information that is updated frequently, such as news headlines and
personal Web logs (called è
). The benefit of RSS is the aggregation of all content from
multiple Web sources in one place, along with not having to provide your e-mail address to
content publishers to receive the information. You no longer have to visit various Web sites
to obtain the latest information on your topics of interest. For more information, see
Introduction to RSS.
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 The new Auto Account Setup feature makes adding accounts to Office
Outlook 2007 easy. You simply enter the account name and password from your Exchange,
POP3, or IMAP e-mail account. Office Outlook 2007 configures the account for you. You do
not have to remember your server name or any other arcane information, configure the
ports, or do anything else. When you use an Exchange 2007 account, your account remains
up to date because it has a dynamic connection to the server running Exchange. This way, if
your mailbox is moved from one server to another,Office Outlook 2007 automatically detects
the change and continues to support your daily work without any interruption. For more
information, see Add or remove an e-mail account.
EASILY SHARE INFORMATION WITH ANYONE, ANYWHERE
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You can send your calendar to anyone in an e-mail message. The
recipient can open the calendar either in their Web browser or in Outlook. For more
information, see Share your calendar information.
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Internet Calendars are calendars that are shared over the
Internet. These calendars, whether created in Outlook or in another application, are
downloaded from a calendar publishing service or from a special Web site where people can

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 host and subscribe to calendars. Included in the Internet Calendar Subscription is information
for instructing Outlook about where and how often to query for updates. For more
information, see Introduction to Internet Calendars.
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Viewing calendars in overlay mode enables you to navigate multiple
calendars on top of one another, making it easier to compare your calendar with a
coworker's or team calendar to find a free time to meet. For more information, see View
calendars side-by-side or overlaid.
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or with only designated people, by publishing your Internet Calendars to Office Online. For
more information, see Share your calendar on Office Online.
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You can create and share customized Electronic Business Cards,
which provide a personalized way to communicate your information. You can share your card
either as an attachment or as part of your e-mail signature. Electronic Business Cards allow
you to customize your contact information, and also to add logos and photos, making
contacts more personally relevant and easier to locate. Electronic Business Cards can be
exchanged easily through e-mail messages, and can be saved to your Contacts folder. For
more information, see Create Electronic Business Cards.
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 Office Outlook 2007 supports exporting your file to the following
formats:
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 PDF is a fixed-layout electronic file format that preserves
document formatting and enables file sharing. The PDF format ensures that when the file is
viewed online or printed, it retains exactly the format that you intended, and that data in the
file cannot be easily changed. The PDF format is also useful for documents that will be
reproduced by using commercial printing methods.
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 XPS is an electronic file format that preserves document
formatting and enables file sharing. The XPS format ensures that when the file is viewed
online or printed, it retains exactly the format that you intended, and that data in the file
cannot be easily changed.

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  Using Exchange 2007, you can have voice mail and faxes delivered to
your Office Outlook 2007 Inbox.
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Office Outlook 2007 now supports
Internationalized Domain Names in e-mail addresses. Internationalized Domain Names
support allows people to register and use domain names in their native languages instead of
only in English.
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synchronized copy Ͷ of shared data that you work with. For example, if you work with
another person's shared folders, a copy of that information is stored on your computer. This
provides better performance, and allows you to work with shared data even when you don't
have a connection to the server running Exchange.

EFFECTIVELY CONTROL WHICH E-MAIL MESSAGES REACH YOU

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 Outlook E-mail Postmark is a new technology from Microsoft to
help stop junk e-mail. This technology asks the sender's computer to perform a computation
or puzzle, and then assigns this work to the message as a token of legitimacy. Creating an
Outlook E-mail Postmark makes it difficult and time-intensive for spammers to send mass e-
mail messages, but it does not change your experience when sending legitimate messages.
When a message that has a postmark is received by Office Outlook 2007, the system can
easily verify the validity of that message. If the postmark is valid, that is evidence that the
sender's computer incurred a certain cost in sending this message. As a result, messages that
have a postmark appear in the G  , rather than in the ΠO folder.
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 Office Outlook 2007 features an improved Junk E-
mail Filter that sorts out even more unwanted e-mail messages that before. There is also new
protection against phishing (the use of fraudulent e-mail messages that might trick you into
divulging personal information). Office Outlook 2007 tracks suspicious e-mail messages, and
helps protect you by automatically disabling links within such messages until you approve
them. You are warned from within the e-mail message of potentially threatening or malicious

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 sites. For more information, see How Outlook helps protect you from viruses, spam, and
phishing.

KEEP PERSONAL AND COMPANY INFORMATION SAFER

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When you use Exchange 2007, Managed E-mail Folders help
companies to enforce e-mail retention and storage policies for workers' mailboxes, including
ways of specifying other people's access to such mailboxes.
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 You can save and archive e-mail messages in a Windows
SharePoint Services 3.0 document library. Office Outlook 2007 provides you with access to
these repository folders along with your mail folders, enabling you to use them just as you
would other folders. However, these folders can be made publicly accessible to other people,
and they are optimized for long-term archival and compliance purposes.
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` Improved IRM is a policy-enforcement technology
available in the Microsoft Office System that helps protect documents, worksheets,
presentations, and e-mail messages from unauthorized access and use. IRM allows you to
specify who can access a document or an e-mail message, and to control whether each of
these people is allowed to edit, copy, forward, and/or print the contents, including
attachments. For more information, see Restrict permission to confidential information in e-
mail messages.
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When you use an Exchange 2007 account, you can
specify who can view your free/busy information, which keeps you in control of your
personal data.
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 The Trust Center is where you can find security and privacy settings for 2007
Microsoft Office system programs. The Very High, High, Medium, and Low security levels
used in earlier versions of Office have been replaced by a more streamlined security system.

HELP PREVENT LOSING WORK

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Microsoft Office Diagnostics is a series of diagnostic tests that can help
you to discover why your computer is crashing. The diagnostic tests can solve some problems

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 directly and may identify ways that you can solve other problems. Microsoft Office
Diagnostics replaces the following Microsoft Office 2003 features: Detect and Repair and
Microsoft Office Application Recovery.
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  Office Outlook 2007 has improved capabilities to help avoid losing work
when the program closes abnormally. Whenever possible, Office Outlook 2007 tries to
recover some aspects of the state of the program after it restarts.

SEND THE CORRECT MESSAGE

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The following are some new features of the spelling checker:
á The spelling checker has been made more consistent across the 2007 Microsoft Office system
programs. Examples of this change include:
á Several spelling checker options are now global. If you change one of these options in one
Office program, that option is also changed for all the other Office programs. For more
information, see Change the way spelling and grammar checking work.
á In addition to sharing the same custom dictionaries, all programs can manage them using the
same dialog box. For more information, see Use custom dictionaries to add words to the
spelling checker.
á The 2007 Microsoft Office system spelling checker includes the post-reform French
dictionary. In Microsoft Office 2003, this was an add-in that had to be separately installed.
For more information, see Change the way spelling and grammar checking work.
á An exclusion dictionary is automatically created for a language the first time that language is
used. Exclusion dictionaries let you force the spelling checker flag words you want to avoid
using. They are handy for avoiding words that are obscene or that don't match your style
guide. For more information, see Use exclusion dictionaries to specify a preferred spelling for
a word.

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The system has many unique features that excite users of diverse fields. It͛s use is
extended to people of business class, students, teachers, educationists, socialites, etc.

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 It not only performs the basic task of sending and receiving mails but also acts as the
platform to create user͛s profile where he/she can make and find friends.


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There are three aspects of feasibility study that is the portion of preliminary investigation.

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It is a study that checks if the system under consideration can be operated with available resources.
Here it checks whether the system can be operated efficiently with current equipment and existing
software technology and available manpower.
Our System can satisfy this aspect of feasibility, the environment of software Is ASP.NET under C# .
The web applications created with ASP.NET are easier to create, debug, and deploy because those
tasks all be performed within a single development environment ʹ Visual Studio .NET.
Hardware platform of the system is as follows:
Atleast windows 98 Operating System,
Processor 256 MB,
Pentium IV,
1 GB disk space minimum.
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Economic feasibility is the most frequently used Technique for evaluating effectiveness of the
proposed system. It is also commonly known as cost or benefit analysis.

To send important documents, messages, etc. to another person or organizations, etc. located at
various and far locations, it is possible only by post or by currier and is a difficult job as lot of money
requires to be spend and is time consuming.
In the existing system all the money requires to send important documents, messages, etc. by post
or courier is saved. It is also a very fast process that the message is delivered to the receiver within
few minutes so it is time consuming; also no manpower is required to handle the system as the user

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 can do the overall work of sending e-mails, receiving e-mails, and events related with the system
efficiently.
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Operational feasibility is related to human organizational and political aspects such as determination
of new skills and appropriate for training procedures. Operational feasibility asks if the system will
work when it is developed and installed.
Our system is very user friendly and easy to operate that any person can easily operate / use it. If
the required information necessary for handling the system is given to the user. User would easily
be friendly with the system overall our system is operationally feasible.

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With Outlook 2003 and 2007 you can create ͞new style͟ PST files which do not have the old 2GB limit.
However, for best performance, we still recommend keeping your PST files relatively small and not
letting them grow too much above 1GB.
Here are a few things you can do to keep PST files from growing:
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Create multiple PST files and organize email into them by date or by project,
client, etc.
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 Large attachments can quickly fill up your PST and make
it grow huge. You can use EZDetach to save attachments outside of Outlook and still keep links
to them in email messages.
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 Our MessageSave product can help you save
entire messages outside of Outlook and create an email archival system using file folders.
 
 
 

 
Running unnecessary add-ins may make Outlook slower. Check what add-ins you have installed. You
probably have more add-ins installed than you think. Use the following instructions to see what addins
you have installed and disable the ones you are not using. How to disable addins in Outlook 2010 How
to disable addins in Outlook 2007 How to disable addins in Outlook 2003

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After you have split your messages into multiple PST files and removed some of the attachments, you
need to compact the PST file to shrink its size. It is a good idea to compact your PST files periodically.
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If you are using an Exchange-based mail account, enabling Cached Exchange Mode will likely improve
Outlook responsiveness.
Note: If the network connection between your computer and the Exchange server is very fast and
reliable and if you have a large Exchange mailbox, then disabling Cached Exchange Mode might actually
result in better performance.
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If you are using an Exchange account in Cached mode, compacting your OST file may help improve
performance.
     

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Using products such as Windows Desktop Search and Google Desktop Search is a great way to be able to
quickly find email messages. However, if you are not careful, these products my negatively affect
Outlook͛s and your computer͛s performance. Be sure to configure them to only index the email
messages and files which you need to be able to find quickly.
Another potential alternative is to use a light-weight search product. For example, there used to be an
Outlook search product called Lookout. It worked well and was fairly light-weight on system resources.
Microsoft bought the company that made it and the product is no longer officially offered. However,
you might still be able to find a download somewhere on the Internet.
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Use Microsoft Windows Update service to keep up to date with Windows and Office patches and service
packs.
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If you upgraded from Outlook 2003 to Outlook 2007, some people have reported that reseting a few
internal Outlook files helps with performance.
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á Open ͞Tools->Options->Other->Advanced Options͟

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 á Uncheck ͞Sync RSS Feeds to the Common Feed List͟

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  As a user enters an e-mail address, Outlook automatically recognizes it and

completes the name based on previously sent e-mail to the recipient. This enables users to quickly send
e-mail to others without spending time searching for e-mail addresses.
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Users can now easily access e-mail from their Hotmail account (or other
Internet mail providers) directly from within Outlook. This enables users to quickly and easily send mail
out from any of their e-mail accounts without leaving their Outlook application.
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  Users with multiple e-mail accounts (such as a Hotmail account
and an account on Exchange) can choose on a per message basis what account to use to send their
message. When the user chooses an account, an information bar shows which account is used to send
the mail. Explicit rules are built in to determine which account should be used as the default (e.g., when
replying to a message, the account is used that the message was originally sent to) or users can assign a
default account for Outlook to use.


 ! With Word as the default e-mail editor, users can take advantage of the Smart
Tags that are available in Word (including AutoCorrect, Paste Options, Address, Name, Date, or
customizable Smart Tags). Smart Tags are context-sensitive buttons that give users the options and
information they need at the time they need them. See the Office XP and Word Product Guides for more
detailed information.
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 ! Users can easily change between different mail formats on the fly and on
a per message basis. By giving users the option to switch between HTML, rich text, or plain text, they can
more easily format their message so that the recipient can have the best viewing experience.
`  m   Users can quickly view the size of their mailbox, search for files by size or by age, and
then delete, move, or archive those files to clear up space. Exchange users can also automatically be
notified when they are approaching their mailbox size limit and choose from the above options for
cleaning up their mailbox.


m   Outlook can now automatically clean up plain text e-mail formatting that often
contains extra line breaks that make the message difficult to read. Outlook automatically removes the

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extra line breaks (an option exists to turn this off as well) when a user opens an e-mail message,
previews the message in the preview pane, or prints the message so that it is easier to read.
   
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 Outlook mail messages now recognize URLs that are placed in the subject
field. This enables users to easily browse to the Web Site using their default browser without having to
copy the address first and paste it into their Web browser.
)   
Users can save multiple group calendars within Outlook for quick and easy access to
their team or conference room schedules. Within this single calendaring interface, users can view the
free and busy times of their group as well as easily e-mail or set up an appointment with the entire
group.
¦
 
   Outlook now enables users to share Free/Busy information with others on
the Internet for free. This makes it easy to schedule meetings with other Outlook users with whom you
don͛t share an Exchange server with.

 !  Users now get a single reminder window for all their appointment or task reminders.
This enables the user to easily dismiss, snooze, or open one or all of the reminders at once.
m  m   Users can identify their important appointments via the new color-coded calendar.
The user can apply a color to individual appointments or they can automatically apply color by creating
automatic formatting rules. Each color has a label that can be customized by the user.

 
 When receiving a meeting request, users now have the option to propose a new
meeting time to the meeting organizer rather than just declining the request. Furthermore, users who
have Exchange server can see the free and busy times of each attendee before submitting the new
meeting time.
``

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 When a user opens a contact card or an e-mail message (or views it via the
Preview Pane), they can identify whether that person is online and can immediately initiate an MSN
Messenger session with them from within Outlook.


  Contacts now include a Display As field for e-mail names. The name you type in
the Display As box appears in the To: field when you compose a message instead of the actual e-mail
address.

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  Users can easily cancel a request for Outlook to connect to their Exchange
Server if their network connection is disconnected. This allows Outlook version 2002 to be more resilient
to network or server disruptions and enables users to stay working.
¦
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Outlook now helps users and organizations safeguard against malicious
viruses by:
á Blocking e-mail attachments associated with unsafe files.

á Preventing programs from gaining programmatic access to a user's address book or sending mail
on the users behalf. Users are notified and given the option of continuing with the action. This
prevents propagation and spreading of the virus to other users.

á Giving administrators options to customize the above settings to meet the security needs of
their organization.


  Wordmail gives users the option of saving their current files at the time an error
occurs in the application. As a result, users spend less time recreating their mail messages and spend
more time working.
 
 O
 
  Outlook enables users to automatically report any errors that occur directly
to Microsoft or their corporate IT departments. This gives Microsoft (or organizations) the data needed
to further diagnose and correct these errors and provide users with direct access to workarounds or
other information on the error.
 
 
 This provides a safer method for shutting down an application that is not
responding. Users can choose to shut down a non-responding application while at the same time
initiating recovery of the Wordmail message and reporting the problem to Microsoft or their corporate
IT department.
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` ¦ `
Outlook is no longer divided into
separate Internet and Exchange modes. The new E-mail Accounts wizard enables you to create several
e-mail account types (Exchange, POP3, IMAP, HTTP, LDAP, MS Mail, etc.) in one profile. Multiple profiles
are still supported. You can choose the account you want to send and receive messages for.

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¦
m


  
m

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 !As part of the Custom Installation Wizard,
administrators can create, modify, and replace profiles as necessary without having to use multiple
utilities. Administrators can also configure an Exchange Server connection, remove outdated
information services, customize Outlook default settings, or choose from a variety of other options for
setting up Outlook for a single user or a group of users.



 
 
Administrators can easily set up rules that mandate how long documents or e-mail
can be retained. This functionality encourages users to eliminate old or sensitive items and allows
administrators to purge old items, regardless of their location.

 
`

O  Outlook automatically detects the appropriate Internet mail encoding

for outbound e-mail messages. Note: This feature requires Internet Explorer 5.5 or later.

 m   
Outlook now supports Lunar Calendars. Users can easily view their Lunar
Calendar information within their calendar and set up recurring appointments based on that calendar.
! The newest version of Outlook makes significant improvements to Wordmail (which is now
the default e-mail editor) in reliability, message size, and feature set. More specifically, when using
HTML mail format, Wordmail removes document specific tags that were previously included so that
users could edit it back in Word. This reduces the overall size of the e-mail message. Wordmail also
enables users to take advantage of a variety of new Word enhancements. See the Word Product Guide
for more details.
  Users can more easily find important messages, appointments, or tasks with the improved Find bar
that enables users to access features previously available only with Advanced Find. For example, users
can specify which folders they want to search for on their computer or on a network. Furthermore, both
Find and Advance Find enable users to stop a search that's in progress and restart where it left off.

 
  The preview pane enables users to follow a hyperlink, respond to meeting requests, and
display properties of an e-mail address without requiring the user to open the message.


 m   
Column headings are now resizable in width. This enables the user to
reveal or conceal columns to show only the information they find useful for address book entry lookup.




 The LDAP address book is more sophisticated with advanced searching and faster
responses to lookups:

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 á An LDAP directory now has many of the same search features as found with the Exchange Global
Address List, along with entry details.
á Paged Results Support: allows scrolling through directory entries from servers returning Paged
Results.
á Support for Virtual List (VLV): entries can be browsed as easily as with the Exchange Global
Address List.
m



 "m The Contact Address Book makes use of the Contact͛s "Display Name."
With this column, you can look up contact entries more efficiently, especially with multiple entries for
the same contact name. When using the new Local Web Storage File, this CAB has full Unicode support.
   
 G  

Outlook is now easier to set up for use in an offline mode with a single
command and all protocols (IMAP, POP, MAPI) can be synchronized at once. Different accounts can also
be synchronized in differently, depending on whether users are offline or online. Users can also choose
which information from the mail (the header only or the entire email) is synchronized. A new Progress
Reporting feature notifies the user how long the synchronization process takes. The user can choose to
selectively cancel different account synchronization if wanted.
O    m 
 G  

The Outlook version 2002 connection to Exchange is more
efficient so users can download their mail faster. This is possible due to a decreased number of "round
trips" that the data must go through, as well as less data that is being transferred over the connection
than with previous versions of Outlook. Furthermore, the connection to the directory is more resilient,
meaning that if the connection to the Global Catalog server is disrupted, Outlook asks for a referral to
another directory server and connects to that server seamlessly.

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`

The analysis models used for this SRS are Use Case diagrams

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Use Case Diagram on Email System





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 Use Case Diagram on Email System