K. E.

SOCIETY’S

Rajarambapu Institute of Technolog (Polytechnic)

Lohegaon, Pune 47
Tal. Haveli, Dist. Pune 411047
Year 2024-25

A
Micro Project Report
On
“Email System”
Submitted in partial fulfillment of the requirements for
Diploma in COMPUTER ENGINEERING
Of
M.S.B.T.E., MUMBAI
By
Sr. No. Name Middle Surname Roll No.
1. Ayush Shrikrishna Bhosale 04

2. Vaibhav Rahul Shelke 07

3. Raj Sonyabapu Borge 08

UNDER THE GUIDANCE OF

Mrs.Johare M.R.
K. E. SOCIETY’S

1
 Rajarambapu Institute of Technolog (Polytechnic)

Lohegaon, Pune 47
Tal. Haveli, Dist. Pune 411047
Year 2024-25

CERTIFICATE
This is to certify that,

Sr. No. Name Middle Surname Roll No.

1. Ayush Shrikrishna Bhosale 04

2. Vaibhav Rahul Shelke 07

3. Raj Sonyabapu Borge 08

Students of Rajarambapu Institute of Technology (Polytechnic),

Lohegaon have satisfactorily completed the Micro Project work on “Subject
Name” in partial fulfillment of Diploma in Computer Engineering of
Maharashtra State Board of Technical Education, Mumbai during the academic
year 2024-2025.

MRS.Johare.M.R MR. V. B. Jadhav DR. K. H. Munde

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 Guide HOD Principal

ACKNOWLEDGEMENT
We take this opportunity to thank all those who have contributed in
successful completion of this micro project work. We would like to express our
sincere thanks to our guide, who has encouraged us to work on this topic and
valuable guidance wherever required.
We wish to express our thanks to MR. V. B. JADHAV, Head of
Dept. & DR. K. H. MUNDE, Principal, R.I.T.P., for their support and the help
extended.
Finally, we are thankful to all those who extended their help directly or
indirectly in preparation of this report.

Sr. No. Name Middle Surname Roll No.

1. Ayush Shrikrishna Bhosale 04

2. Vaibhav Rahul Shelke 07

3. Raj Sonyabapu Borge 08

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 INDEX

Sr. No. Title Page No.

Abstract
1. 5

Introduction
2. 6

Advantages
3. 7-8

Disadvantages
4. 9-10

Source Code
5. 11-12

Output
6. 13

Resources
7. 14-15

Conclusion
8. 16

Reference
9. 17

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 Action Plan
10. 18

Evaluation Sheet
11. 19

ABSTRACT
This project implements a basic email system using Java, aimed at demonstrating the
principles of email communication and providing an easy-to-use platform for sending and
receiving emails. The system is developed with the Java programming language and
leverages the JavaMail API, which allows interaction with mail servers through popular
email protocols such as SMTP (Simple Mail Transfer Protocol) for sending emails, and
IMAP (Internet Message Access Protocol) or POP3 (Post Office Protocol) for receiving and
managing emails.

The email system supports a wide range of core functionalities, including:

1. User Authentication: The system allows users to authenticate securely using their
email credentials, ensuring that only authorized users can send and receive emails.
2. Sending Emails: Users can compose and send emails, supporting both plain text and
HTML message formats. The system also allows for the inclusion of attachments,
such as documents or images, in the email body.
3. Receiving Emails: The email client is capable of fetching incoming emails from the
mail server, parsing them, and displaying the email contents, including any
attachments.
4. Email Folders and Organization: The system allows users to organize their emails
using folders such as Inbox, Sent Items, Drafts, and custom folders, leveraging
IMAP's folder management capabilities.
5. Security: The project integrates security protocols like SSL (Secure Socket Layer)
and TLS (Transport Layer Security) to ensure secure email transmission, preventing
eavesdropping and ensuring the integrity of the data being sent and received.

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 6. GUI: A graphical user interface (GUI) is created using Java Swing, providing an
intuitive platform for users to interact with the email system, view their inbox,
compose new emails, and manage email settings.

INTRODUCTION
In today's digital world, email is one of the most widely used methods of communication.
With the widespread adoption of email, the need for efficient, reliable, and secure email
systems has become essential. Java, being one of the most versatile and widely used
programming languages, offers a powerful set of libraries and APIs to build robust email
applications. This project focuses on developing a simple yet functional email system using
Java, leveraging the JavaMail API to handle communication between the client and the email
server.

The Java-based email system is designed to allow users to send, receive, and organize emails
efficiently. By using the JavaMail API, this project interfaces with email servers over
standard protocols like SMTP (Simple Mail Transfer Protocol) for sending emails, and IMAP
(Internet Message Access Protocol) or POP3 (Post Office Protocol) for retrieving and
managing emails. The system supports the sending of both plain text and HTML emails,
attachment handling, and user authentication to ensure secure communication.

The system is designed with a focus on ease of use, providing a graphical user interface
(GUI) built using Java Swing. This interface allows users to easily interact with the system,
compose new emails, view their inbox, manage folders, and organize emails effectively.
Additionally, the email system integrates secure protocols like SSL (Secure Socket Layer)
and TLS (Transport Layer Security) to safeguard email transmission, ensuring that emails are
securely sent and received without the risk of interception.

Beyond basic functionalities, this project aims to provide a solid foundation for
understanding how email systems work. It covers essential email protocols, how they
function, and the interaction between client applications and email servers. The
implementation also serves as a practical tool for developers and students to learn about email
communication mechanisms and how they can be implemented in a real-world scenario using
Java.

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ADVANTAGES

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1.Platform Independence Java is known for its Write Once, Run Anywhere (WORA)
principle. This means that an email system built using Java can run on multiple platforms
(Windows, Linux, macOS) without requiring significant changes to the code. Java’s platform
independence makes it highly suitable for developing cross-platform applications like email
system
2. Robust and Reliable Libraries Java provides a powerful set of libraries for network
communication. The JavaMail API is a robust library specifically designed for handling
email protocols such as SMTP, IMAP, and POP3. This API simplifies tasks like sending
and receiving emails, managing attachments, and interacting with mail servers, ensuring a
reliable implementation for your email system.
3. Security Features Java offers built-in support for SSL (Secure Socket Layer) and TLS
(Transport Layer Security), which are essential for secure email transmission. Implementing
these protocols in an email system ensures that sensitive data, like email content and
attachments, are encrypted during transfer, preventing unauthorized access and ensuring
privacy. Java’s rich security architecture allows developers to easily integrate these features
into an email system.
4. Scalability An email system implemented in Java can be easily scaled to handle
increasing amounts of data and traffic. Java’s object-oriented nature and support for
multithreading make it easier to extend the system’s functionality. For instance, if you need
to add features like spam filtering, search functionality, or multi-account support, Java’s
modular approach allows you to introduce these features with minimal effort.
5. Integration with Other Systems Java's widespread adoption in enterprise
environments means that email systems developed in Java can be easily integrated with other
business applications. Whether you need to connect the email system to databases, web
services, or other internal software, Java provides the necessary tools and libraries to
facilitate these integrations.
6. Easy to Use and Extend Java’s use of Object-Oriented Programming (OOP)
principles makes the email system easy to understand, modify, and extend. The design can be
modular, allowing developers to add or modify components such as the user interface, email
sending and receiving functionalities, or security protocols. This modularity also makes it
easier to maintain the system in the long run.
7. Cross-Protocol Support Java supports a wide variety of protocols out-of-the-box.
With the help of the JavaMail API, the system can be configured to send and receive emails
using different protocols (SMTP for sending, IMAP/POP3 for receiving), making it adaptable
to different mail server environments (like Gmail, Yahoo, or custom mail servers). This
flexibility enables the email system to work in a diverse range of real-world scenarios.

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8. User Interface (UI) Development Java provides several libraries, such as Java
Swing and JavaFX, for building intuitive graphical user interfaces (GUIs). With these
libraries, developers can create a visually appealing and user-friendly email client, allowing
users to easily interact with the system and perform common tasks such as composing emails,
managing inboxes, and organizing messages into folders.
9. High Community Support Java has a massive developer community and a wealth of
resources, tutorials, and documentation. This high level of community support makes it easier
to find solutions to problems, seek advice, and learn from the experiences of others.
Additionally, you can benefit from the many open-source libraries and tools available for
email-related development, which can help you save time and effort in building your system.
10. Easy to Debug and Maintain Java’s strong type-checking, exception handling, and
comprehensive error reporting make it easier to debug and maintain an email system.
Moreover, modern IDEs (Integrated Development Environments) like IntelliJ IDEA,
Eclipse, and NetBeans offer powerful debugging tools and features, making the development
process smoother.
11. Cost-Effective Solution Java is free and open-source, meaning that you do not have
to pay for a commercial IDE or development tools to build and deploy your email system.
Many powerful libraries and APIs used in Java-based email systems are also open-source,
allowing developers to save money while accessing high-quality resources.
12. Supports Asynchronous Email Processing With Java’s support for
multithreading and asynchronous operations, you can build an email system that handles
multiple tasks concurrently. For example, sending an email and downloading incoming
messages can happen in parallel, improving the overall efficiency and responsiveness of the
system.

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 DISADVANTAGES

1. Complexity for Beginners Java is an object-oriented programming language that

may be difficult for beginners to pick up compared to scripting languages like Python or
JavaScript. Setting up an email system in Java requires knowledge of libraries like JavaMail
API, handling network protocols (SMTP, IMAP, etc.), and dealing with security protocols
such as SSL/TLS. This can make the initial learning curve steeper for developers who are not
familiar with these concepts.
2. Verbose Syntax Java is known for being verbose in comparison to other programming
languages. Writing code for even simple tasks can require a lot of boilerplate code, which can
make the development process longer. For example, when sending an email with
attachments, the process of setting up the connection, handling sessions, and managing
configurations might involve significant lines of code, increasing the complexity of
maintaining the system.
3. Performance Overhead Although Java is known for its platform independence, it is
not always the fastest language in terms of raw performance. For an email system that
processes a large number of emails or attachments, the performance might not be as
optimized as lower-level languages like C or C++. Java applications may require more
memory and processing power due to the overhead of the Java Virtual Machine (JVM),
which could impact performance in high-traffic environments.
4. Limited Built-in Features for Advanced Email FunctionsWhile JavaMail
API provides support for sending and receiving basic emails, it does not natively include
some advanced features that more sophisticated email clients offer, such as:

 Spam Filtering: Handling spam efficiently requires additional algorithms or third-party

libraries.
 Calendar Integration: Some advanced email clients like Outlook integrate email and
calendar systems, which would require extra development effort to implement in Java.
 Rich Formatting and GUI: While Java supports rich text formats via JavaFX or Swing,
developing a highly interactive and responsive GUI may not be as simple or user-friendly as
systems built with web technologies (HTML, CSS, JavaScript).

5. Lack of Native Support for Modern Email Features Java’s built-in libraries
and APIs may not support some modern email client features out-of-the-box. For instance,
the integration of push notifications, real-time updates, or instant synchronization might
require additional effort or third-party libraries. While such features are available in modern
email services, integrating them in a Java-based email system could require substantial
manual configuration.
6. Limited Integration with Popular Cloud Services

Many popular email systems today rely heavily on cloud-based services (e.g., Gmail,
Outlook, etc.), which offer advanced features like machine learning-based spam filtering,
cloud storage for attachments, or AI-driven email management. While Java can integrate
with these services via APIs (e.g., Google’s Gmail API), the integration process can be

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cumbersome and require ongoing updates to handle API changes. This can be a drawback
compared to using other technologies that have more out-of-the-box integrations with cloud
services.

7. JavaMail Dependency Although the JavaMail API provides the necessary

functionality for sending and receiving emails, relying on an external library means that the
system's performance and capabilities are limited to the features provided by the JavaMail
API. In some cases, the API might not support certain features or might have limitations,
requiring developers to either modify it or seek alternatives.

8. Difficulties in Handling Large Email Attachments Java's handling of large

files or attachments may not be as efficient as other languages or tools designed for high-
performance file transfer. Sending and receiving large attachments in emails, especially in a
system that handles a high volume of such data, can put a strain on memory and bandwidth,
potentially slowing down the system. Handling large attachments in a scalable and efficient
way might require additional tools or libraries outside of JavaMail.
9. Limited Multi-User or Collaborative Features Java's standard email system,
especially in simpler implementations, typically focuses on individual email accounts and
does not natively support collaborative email features like shared inboxes or integrated task
management. Building such features into the system would require additional development
time and effort to manage multi-user interactions and permissions effectively.
10. Security Challenges While Java provides security features like SSL/TLS encryption
for securing email communication, implementing robust authentication (e.g., OAuth2 for
Gmail, two-factor authentication) and authorization mechanisms may require additional
tools and complexity. Ensuring that the email system is protected against modern email
security threats like phishing or spoofing can be an added challenge. As email systems
evolve, the security landscape changes, so the system would require regular updates to stay
secure.
11. Need for External Servers or Email Service Providers While Java provides
tools for interacting with email servers, you still need an external SMTP server to send
emails or an IMAP/POP3 server to retrieve them. If you don’t already have a mail server or
use a service like Gmail, you will need to configure or purchase access to a mail server,
which adds to the cost and maintenance. Running your own email server is also a significant
administrative task, involving security measures, spam management, and uptime
considerations.
12. Limited Support for Rich Client Features Email systems built using Java with
Swing or JavaFX for the GUI may not offer as rich or modern an experience as web-based
email clients (such as Gmail or Outlook) or apps built with technologies like Electron or
React. These web-based clients often provide a more seamless, responsive experience, as
well as better integration with online services, which can make a Java-based email client feel
outdated in comparison.

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 SOURCE CODE
import javax.mail.*;

import javax.mail.internet.*;

import java.util.Properties;

public class EmailSystem

public static void sendEmail(String toEmail, String subject, String body) {

String fromEmail = "[email protected]"; // your email address

String password = "your_password"; // your email password (use app password for Gmail)

String host = "smtp.gmail.com";

int port = 587;

Properties properties = new Properties();

properties.put("mail.smtp.host", host);

properties.put("mail.smtp.port", port);

properties.put("mail.smtp.auth", "true");

properties.put("mail.smtp.starttls.enable", "true"); // TLS is required

Session session = Session.getInstance(properties, new Authenticator() {

@Override

protected PasswordAuthentication getPasswordAuthentication() {

return new PasswordAuthentication(fromEmail, password);

});

try {

Message message = new MimeMessage(session);

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 message.setFrom(new InternetAddress(fromEmail));

message.setRecipients(Message.RecipientType.TO, InternetAddress.parse(toEmail));

message.setSubject(subject);

message.setText(body);

Transport.send(message);

System.out.println("Email sent successfully!");

} catch (MessagingException e) {

e.printStackTrace();

}}

public static void main(String[] args) {

String recipient = "[email protected]"; // recipient's email

String subject = "Test Email from Java";

String body = "Hello, this is a test email sent from Java!";

sendEmail(recipient, subject, body);

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OUTPUT OF THE PROGRAM:

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 RESOURCES
1. JavaMail API Documentation
The JavaMail API is the core library for sending and receiving emails in Java. Here’s where
you can find official documentation, tutorials, and examples:

JavaMail API Documentation:

JavaMail API Documentation (Oracle)

This will guide you through using the JavaMail API to send and receive emails, manage attachments,
and set up connections to email servers (SMTP, IMAP, POP3).

JavaMail API GitHub Repository:

JavaMail GitHub

If you need to get the latest source code or contribute, this GitHub repository contains the open-source
JavaMail implementation.

2. Tutorials and Blogs

Here are some practical tutorials and guides that explain how to create an email system in
Java:

 Sending Email using Java (via JavaMail API):

o Sending email using JavaMail API
o This article walks you through sending emails using the Gmail SMTP server. It also
includes sample code for setting up an email session and sending an email.

 Sending and Receiving Emails with Java:

o JavaMail Tutorial: Send and Receive Email in Java
o This tutorial covers both sending and receiving emails using JavaMail. It also
explains how to handle email attachments.

 JavaMail API for Sending HTML Emails:

o Send HTML Emails using JavaMail
o This blog post demonstrates how to send HTML-formatted emails and attach files in
Java.

 Step-by-Step Guide to Building an Email Client:

o Building a Basic Email Client in Java

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 o This guide explains how to build a basic email client that can read emails from an
IMAP server.

3. Resources for Setting Up a Mail Server

If you want to build a complete email system (including receiving, storing, and managing
emails), you'll need a mail server. Here are a few resources to help set up an SMTP/IMAP
server:

 Setting Up an SMTP Server (Java Example):

o How to Set Up Your Own SMTP Server (Tutorial)
o Learn how to set up an SMTP server using open-source tools, which you can use in
combination with JavaMail for sending and receiving emails.

 Apache James (Mail Server):

o Apache James Mail Server
o Apache James is a robust open-source mail server that you can integrate with Java for
managing emails (sending, receiving, and storing).

4. Security Resources

Email systems need to ensure secure communication. Java offers tools for SSL/TLS
encryption, and it’s important to handle authentication securely. Here are some resources
on email security:

 Understanding Email Security in Java:

o Email Security in Java (SSL/TLS)
o Learn how to configure your Java application to communicate securely with mail
servers via SSL/TLS encryption.

 OAuth2 Authentication for Email (Gmail):

o Using OAuth2 for Gmail
o This guide explains how to implement OAuth2 authentication for Gmail, especially
useful if your app is accessing Gmail accounts for email sending and receiving.

5. Java Email Frameworks and Libraries

Here are some additional libraries and frameworks that you can use to enhance your email
system:

 Apache Commons Email:

o Apache Commons Email
o Apache Commons Email is a high-level library for sending emails from Java. It
simplifies common tasks like sending emails with attachments, HTML formatting,
and inline images.

 Spring Email Module (Spring Framework):

o Spring Email Support
o If you're using the Spring Framework, this module simplifies email-related tasks
like sending emails asynchronously and integrating with email services like Gmail
and SMTP servers.

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  MailSender API (Spring):
o Spring MailSender API
o This tutorial covers how to use Spring’s JavaMailSender interface to send emails with
rich formatting and attachments.

CONCLUSION

By utilizing the JavaMail API, developers can implement:

 Email sending capabilities (with customizable subjects, bodies, attachments, etc.).

 Secure email transmission with protocols like TLS/SSL.
 Access to multiple email servers (such as Gmail, Outlook, and custom SMTP
servers) for both sending and receiving messages.

Key Takeaways:

1. Ease of Integration: Java’s email system can be seamlessly integrated into various
applications, from small utilities to large-scale systems.
2. Flexibility: Java offers flexibility to extend the email system with additional features
like attachments, HTML formatting, email authentication, and more.
3. Security: JavaMail supports secure email transmission via SSL/TLS, which ensures
the safety of sensitive information when sending and receiving messages.
4. Scalability: The system can be scaled for both personal use and enterprise-level
applications, capable of handling high volumes of emails and complex workflows.

Challenges:

 Security Concerns: Handling user credentials and email authentication securely is

crucial. Always use secure practices like OAuth2 for email authentication.
 Error Handling: Email systems need robust error handling to handle issues such as
network failure, authentication problems, or invalid email addresses.

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 REFERENCE
1.JavaMail API Documentation:The official JavaMail API documentation is the
primary source for understanding how to send and receive emails using Java. It covers all the
essential classes, methods, and usage patterns for JavaMail.

 Official JavaMail API Documentation:

o JavaMail API Documentation (Oracle)
o Provides in-depth technical details, sample code, and API reference for working with
the JavaMail API.

2. Books on JavaMail and Email Systems:

 "JavaMail API: Send and Receive Email with Java" by Matt Porter:
o This book provides a complete guide to using the JavaMail API for building email-
based applications, with examples of sending, receiving, and processing emails.

 "Java 9 Recipes: A Problem-Solution Approach" by Josh Juneau:

o Contains a section on working with email services using Java, including setting up
SMTP/IMAP clients.

3. Online Tutorials and Guides:

These tutorials and guides provide a practical approach to setting up and using Java for email
systems, including sample code and best practices.

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  Baeldung:
o Sending Email with Gmail SMTP in Java
o This article explains how to use JavaMail to send emails via Gmail’s SMTP server
and discusses the steps involved in setting up the system.

 JournalDev:
o JavaMail Tutorial: Send and Receive Email in Java
o A beginner-friendly tutorial on sending and receiving emails using Java, with detailed
examples.

 TutorialsPoint:
o How to Send HTML Email in Java
o This article walks you through the process of sending emails with HTML formatting
in Java.

4. Open Source Projects and Code Examples:

 GitHub - Simple Email Client in Java:

o Simple Email Client Example
o A simple email client project demonstrating how to send and receive emails using
JavaMail.

 GitHub - JavaMail Examples:

o JavaMail Examples on GitHub
o An open-source GitHub repository that includes a range of examples for sending
emails using JavaMail, including attachments and HTML formatting.

Action Plan.

Sr Details of Planned start Planned Name of

No Activity Date Finished Responsible Team
Date Members

1 Create the group Ayush Bhosale

Vaibhav Shelke
Raj Borge

2 Then discuss with Ayush Bhosale

my group member Vaibhav Shelke
about topic Raj Borge

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 3 Searching Ayush Bhosale
information on the Vaibhav Shelke
computer Raj Borge

4 Prepare abstract Ayush Bhosale

on Vaibhav Shelke
Raj Borge

5 Prepare report Ayush Bhosale

Vaibhav Shelke
Raj Borge

6 Correct the Ayush Bhosale

correction as per Vaibhav Shelke
suggestion Raj Borge

7 Prepare final Ayush Bhosale

report Vaibhav Shelke
Raj Borge

8 Submit with hard Ayush Bhosale

copy to guide Vaibhav Shelke
Raj Borge

Teacher Evaluation Sheet for Micro Project

Course Title and Code: -

Title of the Project: Email System

Group No:-

COs addressed by the Micro Project:

Develop java program using classes and objects.

CO 1:
Develop java program for implementing code reusability concept.
CO 2:
Develop program to implement multithreading and exception handling.
CO 3:
Develop program to implementing event handling using window-based application.
CO 4:
Implements network programming in java.
CO 5:

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 Develop java program for managing database.
CO 6:

Marks obtained
Marks for by the Total
Roll Name Of Student Group Work individual Marks
No. (06) based on viva (10)
(04)
04 Ayush Bhosale

07 Vaibhav Shelke

08 Raj Borge

Marks:

Name and designation of Faculty Member: Mrs.Johare M.R

Signature:

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