Mail Server with Intranet and Live Chat
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24-01-2011, 04:30 PM

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Abstract :
Businesses usually adopt a common sense approach when it comes to spending the IT budget with cost being a major influence in purchasing decisions. However, when it comes to choosing a mail server, many businesses seem to pay less attention to the costs and, as a result, end up spending far more money than is necessary.
Today, email is absolutely mission-critical. Communication and collaboration keep your business running. Email and electronically enabled collaboration have become so embedded in normal day-to-day operations that many businesses simply could not function without them. Many businesses, however, have found that the cost of providing employees with the latest in messaging and collaboration technology is rapidly escalating. To meet modern business needs, mail servers have had to become more complex – and with that additional complexity come additional management burdens and costs. Furthermore, some mail servers have an upgrade process that is both extremely complex and extremely costly and which may necessitate the purchase of replacement server hardware. Combined, these factors place a considerable drain on corporate resources. The problem is especially severe for small and medium sized businesses (SMBs) which usually do not have access to the same financial or technical resources as large enterprises.
Mail Server Is An Application Program That Sends Electronic Message From One Computer To Another. We Will be developing our Project To Keep In Mind the Problem of Organization and also We Will Try To Minimize Cost for Organization.

Problem Definition :
Today Many Organizations Want To Increase Profit By Cutting Cost Spend On The Infrastructure There Are Using. There Are Ready To Invest Money In Project Which Is Cost Saving. Organization Running Intranet Usually Used Email Server To Send And Receive Email and Attachment. Our Goal Is To Minimize The Cost Of Email Server To Help Organization To Increase Profit By Eliminating The Use Of Database.
From Last Many Year There was No Perfect Live Chat Application for LAN because of which it was difficult to communicate with other person on a network but now after the development of this application we assure that from now communication on the Intranet will be as simple as it can be. So we felt the importance of this application in our project and implimentation.

Project Plan:
Our Plan is To Create Project Based On Communication and Networking. Based On These Theme We Will Be Implementing
• Mail Server
• Intranet
• Live Chat
Mail Server:
Mail Server Is An Application That Sends Electronic Messages (Email) From One Computer To Another Computer. The Format Of Email messages is Defined in RFC 822 Which is Defacto Standard For The Email.

RFC 822 Format:
Messages Consist of Primitive Envelope some number of Header Fields, a Blank Line and then The Message Body. Each Header Field Consists Of Single Line of ASCII Text Containing The Field Name, a Colon, and for most filed a value. In Normal Usage, the User Agent Builds a Message and Passes Its To The Message Transfer Agent, Which Then Uses Some of The Header Fields To Construct the actual Envelope.

• The To: Field Gives the DNS Address Of The Primary Recipients.
• The Cc: Field gives the address Of Any Secondary Recipients. The Term Cc: Stand For “Carbon Copy”.
• The Bcc: Field is Like the Cc: Field, Except That This Line Is Deleted from All the Copies Sent to the Primary and Secondary Recipients. The Term Bcc: Stand For “Blind Carbon Copy”. Bcc allows people to Send Copies to third Parties without The Primary and Secondary Recipients knowing it. In Terms Of Delivery There Is No Distinction Between The Primary and Secondary Recipients.
• The From: Field tells who wrote the message.
• The Sender: Field tells who Send the message.
• The Received : Field is added by each message transfer agent. The line contains The Agents identity, The Date and Time The Message Was Received.
RFC 822 Format Email Message Consist Of Two Major section
• Header — Structured into fields such as summary, sender, receiver, and other information about the e-mail
• Body — The message itself as unstructured text.
The header is separated from the body by a blank line.

SMTP - Simple Mail Transfer Protocol:
Within The Intranet, E –mail Is Delivered by Having the Source Machine Establish a TCP Connection to Port 25 of the Destination Machine. SMTP is a simple ASCII Protocol in which one of The recipient of Message are Specified along with the message text. The Message is then Transferred to a Remote Server using a Procedure of Queries and Responses Between The Client and Server.
SMTP Protocol Requires Only 7 Bit ASCII Code For Email Messages. Internationalization Of the Mail Message Is Not Supported In SMTP as Its Limited to 7 Bits. For 8 bit Ascii Some Latin Codes and Special Character Are Supported
An e-mail client requires the name or the IP address of an SMTP server as part of its configuration. The server will deliver messages on behalf of the user. This setting allows for various policies and network designs.After establishing a connection between the sender (the client) and the receiver (the server), the following is a valid SMTP session. In the following conversation, everything sent by the client is prefixed here with "C: “and everything sent by the server with "S: "; this prefix is not part of the conversation.
A Simple Example How SMTP Communication Take Place between Client and server

It's one of those terms that's more thrown around than understood, and has become more of a buzzword than a
commonly understood idea. Simply put, an intranet is a private network with Internet technology used as the
underlying architecture. An intranet is built using the Internet's TCP/IP protocols for communications. TCP/IP
protocols can be run on many hardware platforms and cabling schemes. The underlying hardware is not what makes an intranet-it's the software protocols that matter. Intranets can co-exist with other local area networking technology. In many companies, existing "legacy systems" including mainframes, Novell networks, minicomputers, and various databases, are being integrated into an intranet. A wide variety of tools allow this to happen. Common Gateway Interface (CGI) scripting is often used to access legacy databases from an intranet.
Security systems separate an intranet from the Internet. A company's intranet is protected by firewalls-hardware and software combinations that allow only certain people to access the intranet for specific purposes.
Intranets can be used for anything that existing networks are used for-and more. The ease of publishing information on the World Wide Web has made them popular places for posting corporate information such as company news or company procedures. Corporate databases with easy-to-build frontends use the Web and programming languages such as Java.
An intranet is a private computer network that uses Internet protocols and network connectivity to securely share any part of an organization's information or operational systems with its employees. Sometimes the term refers only to the organization's internal website, but often it is a more extensive part of the organization's computer infrastructure and private websites are an important component and focal point of internal communication and collaboration.
An intranet is built from the same concepts and technologies used for the Internet, such as clients and servers running on the Internet Protocol Suite (TCP/IP). Any of the well known Internet protocols may be found in an intranet, such as HTTP (web services), SMTP (e-mail), and FTP (file transfer). There is often an attempt to employ Internet technologies to provide modern interfaces to legacy information systems hosting corporate data.
An intranet can be understood as a private version of the Internet, or as a private extension of the Internet confined to an organization.

Benefits of intranets:
• Workforce productivity: Intranets can help users to locate and view information faster and use applications relevant to their roles and responsibilities. With the help of a web browser interface, users can access data held in any database the organization wants to make available, anytime and - subject to security provisions - from anywhere within the company workstations, increasing employees' ability to perform their jobs faster, more accurately, and with confidence that they have the right information. It also helps to improve the services provided to the users.
• Time: With intranets, organizations can make more information available to employees on a "pull" basis (i.e., employees can link to relevant information at a time which suits them) rather than being deluged indiscriminately by emails.
• Communication: Intranets can serve as powerful tools for communication within an organization, vertically and horizontally. From a communications standpoint, intranets are useful to communicate strategic initiatives that have a global reach throughout the organization. The type of information that can easily be conveyed is the purpose of the initiative and what the initiative is aiming to achieve, who is driving the initiative, results achieved to date, and who to speak to for more information. By providing this information on the intranet, staff have the opportunity to keep up-to-date with the strategic focus of the organization.
• Web publishing allows 'cumbersome' corporate knowledge to be maintained and easily accessed throughout the company using hypermedia and Web technologies. Examples include: employee manuals, benefits documents, company policies, business standards, newsfeeds, and even training, can be accessed using common Internet standards (Acrobat files, Flash files, CGI applications). Because each business unit can update the online copy of a document, the most recent version is always available to employees using the intranet.
• Business operations and management: Intranets are also being used as a platform for developing and deploying applications to support business operations and decisions across the internetworked enterprise.
• Cost-effective: Users can view information and data via web-browser rather than maintaining physical documents such as procedure manuals, internal phone list and requisition forms.
• Promote common corporate culture: Every user is viewing the same information within the Intranet.
• Enhance Collaboration: With information easily accessible by all authorised users, teamwork is enabled.
• Cross-platform Capability: Standards-compliant web browsers are available for Windows, Mac, and UNIX.

Planning and creating an intranet:
Most organizations devote considerable resources into the planning and implementation of their intranet as it is of strategic importance to the organization's success. Some of the planning would include topics such as:
• The purpose and goals the intranet
• Persons or departments responsible for implementation and management
• Implementation schedules and phase-out of existing systems
• Defining and implementing security of the intranet
• How they'll ensure to keep it within legal boundaries and other constraints
• Level of interactivity (eg wikis, on-line forms) desired.
• Is the input of new data and updating of existing data to be centrally controlled or devolved.
These are in addition to the hardware and software decisions (like Content Management Systems), participation issues (like good taste, harassment, confidentiality), and features to be supported.
The actual implementation would include steps such as
1. User involvement to identify users' information needs.
2. Setting up web server(s) with the appropriate hardware and software.
3. Setting up web server access using a TCP/IP network.
4. Installing required user applications on computers.
5. Creation of document framework for the content to be hosted.
6. User involvement in testing and promoting use of intranet.

Live Chat:
In the chat room we can communicate with other group members is a sort of on-line conference. This might be useful for information exchange although the group members can meet only seldom. Best practice is to arrange an appointment via email and meet in the chat room that the Importance of Mail server.

Area Of Problem:
In Today World, Most Of The Organization Heavily Depend on the Internal Communication Between Two People. The Form of Communication can be oral or written or Email. If The Communication is perfect within the Organization more Efficient the Work flow is, The Presence of Communication help to Increase Work Flow Within an Organization.
Some Organization Invest Heavily On Various Communication Tool Such as Setting Up Mail Server. Basically This Mail Server Are Costly, Even Some Are Free But Having Some Condition. The Investment Is Of Course One Time But To maintain Mail Server Can Became Costly.
Our Goal in Developing the Project Is to Increase the Communication within the Organization By Means Of Email, Live Chat, and Intranet and Also to Minimize Cost of Organization that involved in maintaining Mail Server.

Literature Review:

The Internet and email can enable businesses to improve communications, access information and cut costs. Used effectively they can also help you to improve efficiency, find new business opportunities and work more closely with customers and suppliers.—Business Link
Selecting an email system to fulfill the needs of a small-to-medium business (SMB) with 5-500 employees can be easy to do by following some practical and straightforward guidelines. Choosing a productive system involves finding the best combination of security, mobility, collaboration and ease-of-use, in addition to the basic functions of sending and receiving electronic messages.
The email industry offers a variety of software and services suitable for use by SMBs. These products and services can be placed in two road categories—in-house email servers and outsourced, hosted applications. While in-house servers almost always run on the Windows, Linux or Mac OS X operating systems, they are also available as standalone email appliances, comprised of bundled hardware and software. Outsourced email services generally provide off-site management of hardware and software, plus some basic administrative tasks, while leaving most account maintenance to their SMB customers.

Selecting the correct type of service for each business is essential. Mismatching an email system and a small business can quietly and quickly grow into a wasteful expense. In an extreme case, a poorly matched messaging system can even cost more than the value it provides. The need to thoughtfully choose a system applies to both in-house servers and hosted services, with each having its own advantages and disadvantages. Careful choice is becoming even more important as conventional email evolves into mobile and collaborative messaging, creating both deployment challenges and productivity opportunities for SMBs.
The current design of some email systems make them difficult to use for SMB applications. For example, while some email server products are adding functions—such as support for PDAs, smart phones and team collaboration—their growing administrative complexity plus their increasing requirements for more powerful hardware and the newest operating system software can exceed the IT expertise and budgets of smaller organizations. In fact, the complexity of some email servers often requires at least one full-time employee dedicated to installing, monitoring, maintaining and updating the system, adding the overhead of an employee to the other monthly capital expenses.
On the opportunities side, more developers and hosted-service providers are designing their offerings for the usability, IT staffing and economic requirements of SMBs. In addition to conventional email services, these messaging solutions provide the SMB market with the following:
•In-house mobility and collaboration servers having:
- Minimal hardware requirements
- Easy to use administrative interfaces for non-professionals - Licensing tailored for SMB needs
- Enterprise-class security and features
•Hosted email and messaging services with:
- Hardware support
- Software maintenance
- Basic administrative functions
This paper highlights some of the major considerations for selecting an in-house or hosted email solution for SMB usage. While the details of various products and services may differ, the primary factors facing SMBs when selecting an email system are:
Security—This issue is becoming extremely important for SMBs. While they have been historically less targeted by email threats and exploits, SMBs are increasingly drawing the attention of the burglars and thieves of cyberspace because of their more relaxed security practices, especially when compared to the higher level of security now in place at larger enterprises.
Mobility—With more employees being on the road, mobility is also becoming vitally important for SMBs. Anywhere-to-anywhere communications provide mobile staff with more accurate and realtime data, helping on-the-road workers stay in touch and within reach through their PDAs, smart phones or laptops.
Collaboration—Productivity almost always improves when local and remote team members interact and work collaboratively by sharing emails, calendars, contacts, task lists, notes and more. Many email
servers and hosting services are now offering affordable and easy-to-use groupware collaboration tools.

Administration—For the SMB, an email server should be easy to use, requiring about the same amount of knowledge required to use a personal workstation. The email servers for the SMB should provide se-
cure messaging, mobility and collaboration and require very little attention or intervention. They should also provide for fast and easy disaster recovery for businesses with limited IT professional support.
Email for small-to-medium businesses can be secure, mobile, collaborative and easy to use, plus afford-able. It can also provide services such as wireless access, groupware collaboration, secure instant mes-saging, SyncML data synchronization, web mail, mailing lists and, if needed, integration with the groupware functions of Microsoft Outlook. Archiving and backing up, plus fast and easy disaster recovery procedures should also be available. While offering new and innovative features, email designed for SMBs can run on economical Hardware with older operating systems, plus require little, if any, IT professional support.

Feasibility Study:
Feasibility Study is conducted to sea if the proposed system is a feasible one with all respects. Feasibility Study is lot of the system proposal according to its workability impact of the organization, ability to meet uses need and effective use of resources. There are three main aspects in the feasibility study.The feasibility of a project and implimentation can be ascertained in terms of technical factors, economic factors, or both. A feasibility study is documented with a report showing all the ramifications of the project and implimentation. In project and implimentation finance, the pre-financing work is to make sure there is no "dry rot" in the project and implimentation and to identify project and implimentation risks to ensure they can be mitigated and managed in addition to ascertaining "debt service" capability.

Economic Feasibility:
In economic feasibility cost/benefit analysis is done. Here we determine the benefits and time savings that are expected from the system and compare them with cost. The proposed system is economically feasible. Since the cost of the system is only the implementation cost of the system. There is no need spend any monthly there after. The web cam needed is available at the least possible cost at the same time reliable. Since benefits outweigh the cost. It is economically feasible.

Operational Feasibility:
An operationally feasible system is one that will be used effectively after it has been developed. If users have difficulty with a new system, it will not produce the expected benefits. The proposed system is found to be operationally feasible because of the following reasons. It needs only one person in the reception section. There is no difficulty in using the front end which has been developed. Even the users who don’t have any knowledge in computers the user friendliness provides them convenience and case. The system is designed, in such a way that not only the person currently handling this work can operate the system but a person who is new to the system with case. Hence this system is found to be operationally feasible.

Technical Feasibility:
Technical feasibility centers on the existing system and to the extent it can support the proposed system. The design of the cyber eye is in such a way that it can be easily managed. If budget is not a serious constraint then the project and implimentation is judged technically feasible. The system is assigned to fit the available software the hard ware.

Market Feasibility:
This is a generalized project and implimentation so that it can be used in any organization like Factories, Offices, and Colleges etc. The existing traditional system provides only a person - to - person communication. The person who receives the visitor obtain information such as name, whom to meet, coming from where and it is informed to the higher authority. Based on the decision made by the higher authority the visitor is allowed or not allowed. This kind of communication is still used by lower level organizations. Higher-level organizations use the intercom facility to communicate with other portions of the organization. This system provides immediate passing and receiving of information.

System Requirement (IEEE Format SRS) :

Hardware Requirement:
 Local Area Network.
 Hardware Tools such as NIC cards, Cable.
 Recommended Ram 128MB.

Software Requirement:
 JRE 1.2 or above
 IIS Server
 Html 3.2 and 4.0 supported Browser
 Any Operating System That Can Run JRE.

• Online References:
• java.sundocs/books/tutorial/
• References:
• Java 2: The Complete Reference, Osborne Publication
• Java Cookbook , Ian Darwin, Orielly
• Java Network Programming, Orielly
• Java Programming For Engineers, Maria .P. Canton, CRC Press
• Java Expert Solution, Mark Wutka, Macmillan Computer Publishing.


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