Features of Email

Introduction of email

Email is part of our lives, so you must know its features. When you receive

messages in your inbox with the help of computers or mobile, then that is called

electronic email. You can send email without knowing the exact location of that person.

The person is connected through the network of that device; it may be a computer or

Mobile.

Every individual has their own mail inbox. The messages that are delivered are stored in

this Inbox. The message may be text, audio, or video format. Messages can be sent at

any time. You don't have to wait for the morning. The message can be sent to an

individual or group of persons at a single click. Email helps us to contact any person in the

world within a matter of seconds.

The first email message was sent in 1972 by a scientist named Ray Tomlinson. Email is

the most used service on the internet. You can't think of communication without email in

the corporate world. The features of email attract its users and are conveniently used all over

the world.

How Email Works on the Internet

The email has an address just like your postal address. This email address lets the server

know the destination of that message. The Internet email address is written like this:

user name@domain name. The user name should be unique. If anybody in this world has

that username, you will not get that username gain. You have to modify it. That username

identifies the recipient.

The domain name denotes the address. Many people can share the same domain name for

example Gmail. Lots of people have Gmail accounts. Email is received and sent through

Email Servers. So when you want to read or download attachments, it is done through

email servers.

Features of Email

First, you have to write the recipient username, then the subject, and then compose

(write) the message. Then click on the send button. The software handles the delivery.

The message is sent to the destination inbox. If the message is not delivered then a

A failure message comes in your inbox, stating the reasons for failure. You have to check

the email address, as most of the time, that is the reason for failure. Correct the address

and resend it.

Anatomy of an Email Message

To contain the recipient's email address. This is necessary to send an email. "CC" stands

for Carbon Copy. BCC stands for Blind Carbon Copy. These fields contain the email addresses

of other recipients. This is optional.

The subject contains the topic of the message in brief. It should not be lengthy, just a few

words. This subject is seen by recipients in the summary of incoming emails. The

attachment file name is seen by the recipients. You may know it is a pdf or JPG file. The body

contains the message.

Signatures

These features of email help the recipients know about the details of the sender. This feature

is at the end of the message. It is done by going into the setting. By word, signature, don't

Think that it is handwritten or signature scanned and uploaded. The signature feature is

mandatory in the corporate world.

It is just like a business card. The signature includes your Name, Title, and organization name

Address, mobile number, website, etc. You don't have to retype the information every

time you send the email.

Reading Email Messages

When you see the message in your Inbox, you see the sender's name and the

subject. Click on the summary of that message. After reading it these messages can

be organized in a folder. Sent mail is seen in the Sent box.

Replying Email Messages

The above picture will help you understand how to reply to the email message. Reply and

The forward button is there. The "To" and "Subject" fields are automatically filled in the

address of the sender.

Sending files as attachment

These features of email allow you to attach files of different formats. It may be

documents in Word or PDF format. It may be spreadsheets, pictures, audio, video clips, etc. To

attach a file Click on the attachment clip, looking like a paper clip. Select the file from the

location of your computer through the attachment window.

Opening Attachment

When you see the attachment file, then double-click it. It will be downloaded in your

download folder of your computer. You have to be cautious, as lots of attachments carry

viruses. So scan it before downloading. If you don't know the user or don't trust the sender

then delete the message as it may have a virus.

Managing your Messages

These features of email help in organizing the messages. You can create folders with

different names. For example, you can put all your jobs-related messages in the Jobs named

folder. So you can bring messages from any folder or Inbox where you want.

Managing your Addresses

These features of email help users make a contact list. In the address book, just record the

email address and other information of people whom we contact frequently. When you

want to send an email just put a few alphabets of the recipient's name and the name appears

there. So it makes it it easy to put recipients' email addresses. You won't have to type again and

again.

This saves time and helps us to avoid mistakes in email addresses. You can also create

a group of addresses with a name. When you select that name, then the message is sent

to all addresses automatically, having in that group. This is called a mailing list.

Advantages of Email

These are the important features of Email mentioned above which help users do

email conveniently. Email saves users their precious time, paper, and money. If you

Compare it with telephone or written letters, and you will find email far better. The important

feature of email is that you send anybody an email and he receives it instantly.

It allows you to communicate with a large number of people simultaneously. Email keeps a

record of all the messages you receive or send. There are lots of advantages to email. You

can Send documents, pictures, audio, and video messages combined in one email to one

individual or group.

Disadvantages of Email

Everything has two aspects. Here also there are a few disadvantages of email. Its message

lacks emotion. You can't judge the mental condition of the sender. Sometimes meanings of

Words are lost without verbal or visual clues. Another thing is that the email sent by

mistake also, can't be cancelled. Unwanted messages flood our inbox. These messages

are called spam.

Conclusion

Email is a boon for everybody. It helps users in all fields of the profession. Email keeps you

informed and updated. It helps in official and personal work. You should pay more

attention to the advantages of email. It is the fastest medium to send messages from one

place to another. Gmail is one of the largest providers of email in this world.