INTRODUCTION TO EMAILS

An email (electronic mail) is a digital message. Instead of using a pen to write a letter on
paper, you're using your keyboard to write an email message on an electronic device like a
phone or computer. It produces a fast, reliable form of communication that is free and
easily accessible.

Email has become one of the most general forms of communication. In fact,
email communication is not only used in lieu of letter writing, it has also replaced phone
calls in many situations and in professional environments. Emails are delivered promptly
and take the stress out of communicating time-sensitive information. Email is a dependable
source of communication that allows person-to-person virtual delivery as opposed to
waiting for a message to be delivered through postal mail. It is mostly doesn’t bare any cost
and it allows communication to flow to anyone worldwide.

There is no limit on the amount of emails that can be sent or received. All communications
occur via the communicator’s (Sender) personal account, which helps to provide some
measure of confidentiality. Email also allows a communicator (Sender) to send a message to
more than one person at the same time.

Email addresses are created with a custom username at the beginning followed by the
email service provider's domain name, with an @ sign separating the two. Example:
name@gmail.com.

Email were designed to match traditional mail, and it is frequently used in this manner.
Since email is delivered almost instantaneously, it grants people to communicate far faster
than they could by mail, and unlike phone calls, it allows recipients to respond at their
leisure. It is a cheapest and reasonable way to send, and companies with large customer
bases can save a significant amount of money by sending email instead of regular letters.

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BACKGROUND

The popular social media, however has made email less popular among the new
generations. As an alternative they are sending short emails to each other, many are now
sending short text messages or using messaging clients provided by Facebook or other
popular platforms. However, this does not mean that email is likely to be replaced any time
soon.

Many people around the world use email than social media platforms, and businesses are
unlikely to turn to messaging platforms to replace emails. Besides, companies can run their
own email servers, allowing them to better archive messages and automatically filter
messages that arrive.

Email problems can appear with your account itself or with the configuration of your email
client (the software you use to access your email account), and it's not always effortless to
tell which of these is to blame.

Despite the host of benefits, there are certain weaknesses of email that should be aware of,
such as:

➢ Send and receive error

➢ Spam - unsolicited email can overwhelm your email system unless you install a
firewall and anti-spam software. Additional internet and email security issues
may arise, especially if you're using the cloud or remote access.
➢ Viruses - easily spread through email attachments. See how to detect spam,
malware and viruses.
➢ Sending emails by misreading - at a click of a button, an email can go to the
wrong person accidentally, potentially leaking confidential data and sensitive
business information. You should take care to minimize the likelihood of
business data breach and theft.
➢ Data storage - electronic storing space can become a problem, particularly
where emails with large attachments are widely distributed.

“Send and receive error” Will be further discussed on this report.

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CAUSES FOR THE “SEND & RECEIVE ERROR”

Being an inspiring email user, it becomes necessary to tackle the root causes of harmful errors like
Fix Send/Receive Error in MS Outlook, which can make trouble around your work. This approach
helps you to prevent the entire email communication network as well as the local machine. There
are one of two reasons for receiving this bounce message with error code 5.1.10

• The email address you sent your message to does not exist or couldn’t be found.

• This error occurs because the sender sent a message to an email address hosted by Office 365
but the address is incorrect or doesn't exist at the destination domain. The error is reported by the
recipient domain's email server, but most often it must be fixed by the person who sent the
message.

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STEPS TO FIX OUTLOOK SEND/RECEIVE EROR

The first step is to make sure that you can connect to the internet. If you are unable to access any
webpages (such as Google, BBC, etc.) then the issue lies with your internet connection. Try
unplugging your router and restarting your computer. If this does not solve the issue, please contact
your internet service provider (ISP) who should be able to tell you if there are any issues in the area.

If you can access the internet, the next step is to check your email settings within your email
program. These are usually accessed by going to File > Account Settings (is also under Tools or
preferences in some older email programs). Clicking on your email address should bring up the
settings for your account. The settings should look something like this:

Username: This should always be your full email address

Password: This is the password that was created when the account was created (if you cannot
remember your password, please login into the cPanel and change to something more memorable).
Incoming mail server: mail.yourdomain.com
Incoming port number: 110 (POP3) or 143 (IMAP)
Outgoing mail server: mail.yourdomain.com
Outgoing port number: 587

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If your settings are ok, the next step is to ensure that authentication is turned on for the outgoing
server. This is to prevent unauthorized users sending from your email account and the account will
not work if this is un ticked.

If the issues still continue, try deleting the account and setting up again. Please note that deleting a
mail account from an Apple device will permanently delete all mail, unless you have an IMAP
account and mail is stored on the server.

LITERATURE REFERENCES:

https://www.stellaroutlooktools.com/blog/fix-send-receive-error-in-ms-outlook-or-
express/
https://www.outlook-apps.com/outlook-send-receive-errors/

COMMON RECCOMENDATIONS WHEN USING EMAIL AT WORK

Less formal nature of email can lead to careless or even libellous remarks being made which can
damage your business. To minimise these risks, you should create and implement an email and
internet acceptable use policy for your business.

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