ELECTRONIC MAIL

Presented by:
Dhruv Munjal
Bcom (Hons)
23/33506
 Introduction to
Electronic Mail
Electronic mail, commonly referred to as email, is a digital
communication method that enables the exchange of
messages and information between individuals or groups
over a computer network. Developed in the early 1970s,
email has become a form of communication, transforming
the way we share information, collaborate, and stay
connected in the modern digital age.

Users can compose, send, receive, and manage their

communications with ease, facilitating efficient information
exchange and streamlining various aspects of personal
and professional life.
 Types of Electronic Mail
• Most widespread form of email; used for individual; casual messages
Personal Email between friends and family; messages for business and professional
purposes.

• Type of email communication used by organizations, businesses, or

Newsletter individuals to regularly distribute information, updates, and news to a list
of subscribers.

• Targeted emails sent to a specific audience with the primary goal of

Marketing Email promoting products, services, offers, or events.

• Triggered by specific user actions, such as account signups, purchase

Transactional Email confirmations, or password changes.
Advantages of Electronic Mail

Speed Cost- Convenience Recordkeeping

Effectiveness
Emails can be Users can send Emails provide a
delivered almost No physical and receive digital record of
instantaneously, materials or messages anytime, communication,
allowing for rapid postage fees anywhere, through which can be
communication involved, making it various devices easily stored,
and exchange of a more economical such as organised, and
information. option for both computers, referenced as
individuals and smartphones, and needed.
organisations. tablets
Disadvantages of Electronic Mail

Cost
1
Maintaining email servers and infrastructure can be expensive for organisations.

Security Risks
2
Emails can be vulnerable to hacking, phishing, and other cyber threats.

Information Overload
3
The sheer volume of emails received daily can lead to decreased productivity.
 Compose an Electronic Mail

Throughout this process, email messages are encrypted to ensure the security and privacy
of the communication. Additionally, email services often include features such as spam
filtering, file attachments, and calendar integration to enhance the user experience and
functionality of email communication.
 Securing Data sent on Email
Encryption:
Encryption involves encoding the content of an email in a way that only authorized recipients can
access it. This ensures that even if the email is intercepted, its contents remain secure. Gmail
generally provides a standard level encryption on all its emails.
Password Protected Attachments:
Password protecting attachments involves adding an extra layer of security by locking the attached
files with a password. Recipients need to enter the correct password to open the attachments.
Toggle Confidential Mode in Gmail:
Gmail's Confidential Mode allows users to send emails with features, like setting an expiration date
for the email or requiring recipients to use a passcode to access it. Also, the recipient is not
allowed to download, print or forward the email.
Encrypt Email Attachments:
Encrypting email attachments involves using encryption software or tools to secure the files
attached to an email. This ensures that even if the email is intercepted, the attachments remain
encrypted and inaccessible to unauthorized users.
Editing a Sent Email

Gmail Inbox → Gear Icon (Settings) → See all settings

General tab → Undo Send → Select cancellation period

as 30 seconds → Save changes

Sent an email → Click “Undo” on the pop up notification → Compose

window reopened → Make changes → Click on “Send”
Email Etiquette
• The subject line should accurately and briefly
summarise the email's contents.
• The greeting should be polite and appropriate for the
recipient, such as "Dear [Name]" or "Hello [Name]".
• The body of the email should be written in a formal
and respectful tone.
• Avoid any spelling or grammatical errors.
• Respond to messages in a timely manner, typically
within 1-2 business days.
• Email signatures should be concise and professional,
including one's name, title, and contact information.
Email Security and Privacy
Users must be aware of the potential risks associated with
email communication, including data breaches, phishing
attacks, and unauthorised access to sensitive information.
Email security measures such as encryption, secure protocols
(e.g., SSL/TLS), and two-factor authentication are essential to
protect against cyber threats. Organisations should
implement robust email security policies and train employees
on best practices to mitigate the risks of email-based attacks.
Users should be cautious about the content they include in
emails and consider the potential consequences of data leaks
or unauthorised access. Email providers offer various privacy
features, such as email encryption, message expiration, and
data deletion options, which users should leverage to
safeguard their communications.
Difference Between Genuine and Fake Email
GENUINE EMAIL FAKE EMAIL
Genuine emails usually come from verified Fake emails often use deceptive or slightly altered
sources with legitimate domain names. email addresses that mimic legitimate ones.
Example: alerts@sbi.co.in Example: sb1alert@xyz.com
Genuine emails are typically well-written with Fake emails may contain spelling errors,
proper grammar and spelling. grammatical mistakes, or awkward phrasing.
Genuine emails often address recipients by name Fake emails may lack personalization or use
and may contain personalized details. generic greetings to address recipients.
Example: Dear <Name> Example: Dear Customer
Genuine emails often include links to reputable Fake emails may contain links to phishing
websites or attachments related to the email's websites or malicious attachments designed to
purpose. infect your device with malware.
Genuine emails rarely use urgent language or Fake emails may create a sense of urgency,
make threats to prompt immediate action. pressure recipients to act quickly, or threaten
consequences for not complying.
 Email Management Strategies
Regularly review your inbox and quickly sort emails into folders or labels
Email Triage based on importance and urgency. This helps you focus on the most
critical items first.

Create a professional email signature and standardised response

Signature and Template templates for common queries. This saves time and ensures consistency
in your communications.

Use email scheduling features to send messages at optimal times, such

Email Scheduling as the start of the recipient's workday. This can improve the likelihood of
a timely response.

Regularly review and unsubscribe from mailing lists and newsletters that
Email Unsubscription are no longer relevant. This helps to reduce inbox clutter and time spent
on irrelevant messages.
Conclusion and Future of Electronic Mail
Enduring Relevance Evolving Capabilities
Its widespread adoption, ease of use, Innovations such as improved security
and ability to transmit information measures, seamless integration with
efficiently ensure that email will continue other applications, and features like
to play a vital role in how we collaborate smart replies and email organization will
and communicate in the years to come. enhance the user experience.

Adapting to Changing Needs Embracing Sustainability

Increased emphasis on mobile Initiatives to reduce paper waste,
accessibility, real-time collaboration, and promote eco-friendly email practices, and
integration of multimedia content will be leverage the energy efficiency of digital
crucial in ensuring email remains a communication will contribute to the long-
relevant communication tool. term viability of electronic mail.
THANKS FOR YOUR TIME !