The basic functionality of how email and IM work are pretty much similar, where a message is passed from a client to a server, where that server directs the message to the intended client. They both use a client/server architecture to work. Also both IM and Email have “a way for different servers to communicate with one another” (FDD2011, pg 61). With email, a STMP server should be able to communicate with servers running either POP or IMAP.

Although they are similar in functionality, there exist some differences. With IM when a user gets online, the client sends a request message to the IM server, notifying that it is online. Then the IM server sends a message his/her friends online. It also sends a message to the user to which of his/her friends are online. Also it sends the client any messages residing on the server. When a user then sends an IM, the message is pushed by the server to its dedicated user. With email, the message is stored on the server and when the client is online, he/she sends a request message. Then the server sends whatever email is residing on it. It either deletes it once the client receives it (POP) or keeps a copy on the server (IMAP).

In essence the main difference between the two services is that with IM the message is pushed to the client; whereas with email the message is pulled by the client from the server. However, with the technologies we use today, email is able to use push technology. Thus there isn’t much difference between Email and IM. However the difference resides within its functionality (from an enterprise perspective). An email should be used for formal communications, especially when details are needed and the need to reference the text at a later time is necessary.  IM provides users with quick access to information; thus should be used when short response time is needed for quick and short responses.