CLASS: SS 2

LESSON NOTES
TOPIC: ELECTRONIC MAIL
DEFINITION: Electronic mail, commonly known as email, it is a method of exchanging digital messages between
users over computer networks. It allows individuals, organizations, and businesses to send and receive messages,
documents, and other types of data electronically.
Here are some key aspects and features of electronic mail:
- Message Composition: Users can compose messages using email clients or web-based email services.
Messages typically include a sender's email address, recipient(s) email address(es), a subject line, and the
body of the message.
- Addressing: Email addresses uniquely identify individuals or organizations and are used to route messages
to the intended recipients. An email address consists of a username, followed by the "@" symbol, and the
domain name of the email service provider. For example, "username@example.com."
- Mail Servers: Email messages are sent and received through mail servers. These servers handle the storage,
forwarding, and delivery of email messages. They utilize the Simple Mail Transfer Protocol (SMTP) to send
messages from the sender's mail server to the recipient's mail server.
- Inbox and Folders: Email clients and services provide an inbox where received messages are stored. Users
can organize their email by creating folders or labels to categorize and manage messages based on various
criteria, such as importance, subject, or sender.
- Attachments: Email allows users to attach files to their messages, such as documents, images, or videos.
Attachments are typically included as separate files within the email and can be downloaded and opened
by the recipient.
- Forwarding and Reply: Users can forward received messages to other recipients or reply directly to the
sender. This enables easy sharing of information and ongoing conversations.
- Spam Filtering: Spam refers to unsolicited and unwanted email messages. Email services often include
spam filters to automatically detect and filter out spam messages, reducing the clutter and potential
security risks associated with unwanted emails.
- Synchronization and Mobile Access: Many email services provide synchronization features, allowing users
to access their emails and folders across multiple devices. This enables users to read, send, and manage
their email on desktop computers, laptops, smartphones, or tablets.
- Security and Encryption: Email services often offer encryption options to protect the privacy and security
of email communication. Encryption can prevent unauthorized access and interception of sensitive
information within email messages.
Email has become an essential means of communication in personal, professional, and business settings. Its
convenience, speed, and widespread availability have made it a primary tool for exchanging messages and
collaborating with others across distances.
TYPES OF ELECTRONIC MAIL
There are several types of electronic mail, each serving specific purposes and catering to different needs. Here are
some common types of electronic mail:
Personal Email: This type of email is used for personal communication between individuals, such as friends, family
members, or acquaintances. Personal emails are typically informal and cover a wide range of topics, from casual
conversations to sharing personal updates and coordinating plans.
Business Email: Business email is used for professional communication within an organization or between different
organizations. It is more formal in nature and is commonly used for purposes such as communicating with
colleagues, clients, partners, and vendors. Business emails often include information related to work tasks, project
updates, meetings, inquiries, and official announcements.
Marketing Email: Marketing emails are used by businesses and organizations to promote products, services, or
events to customers or subscribers. These emails typically contain promotional content, offers, discounts,
newsletters, or updates on new products. Marketing emails are sent to a targeted audience to generate leads,
increase brand awareness, and drive sales.
Transactional Email: Transactional emails are automated messages triggered by specific user actions or events.
These emails serve to provide important information related to transactions or user interactions. Examples of
transactional emails include order confirmations, shipping notifications, password reset emails, account activation
emails, and payment receipts.
Newsletter Email: Newsletter emails are regularly scheduled emails sent to subscribers who have opted to receive
updates from a website, blog, or organization. Newsletter emails often contain curated content, news, articles, or
information related to a specific topic or industry. They aim to provide value and engage subscribers with relevant
and interesting content.
Discussion List or Group Email: Discussion list or group emails are used to facilitate group communication and
collaboration. They allow participants to exchange messages, share ideas, and engage in discussions on specific
topics. These emails are often managed by email list software and can involve a large number of participants.
Internal Email: Internal emails are used within an organization for communication between employees or
departments. They are used for sharing internal announcements, project updates, requesting information, or
coordinating tasks. Internal emails are typically meant for internal use only and are not shared with external
parties.
CLIENT BASED EMAIL AND WEBMAIL
Client-based email and webmail are two different methods of accessing and managing email accounts. Here's an
explanation of each:
Client-Based Email:
Client-based email refers to the use of dedicated email client software installed on a user's computer or device to
access and manage email. These email clients are standalone applications that offer features for reading,
composing, sending, and organizing emails. Examples of popular client-based email applications include Microsoft
Outlook, Mozilla Thunderbird, and Apple Mail.
Features of client-based email include:
- Offline Access: Email clients can download and store emails on the user's device, allowing access to
messages even without an internet connection.
- Advanced Organization: Email clients provide features for organizing emails into folders, creating rules and
filters, and managing multiple email accounts in a centralized interface.
 - Integration with other Applications: Email clients often integrate with calendar applications, task
managers, and contact lists, allowing for seamless coordination and synchronization of data.
- Enhanced Security: Client-based email clients may offer additional security features, such as encryption
options and advanced spam filtering, to protect sensitive information.
To use client-based email, users typically need to set up their email accounts by providing the email server settings
(POP or IMAP) and their account credentials. The email client then connects to the mail server to download, send,
and synchronize email messages.
Webmail:
Webmail, on the other hand, refers to accessing and managing email through a web browser. It allows users to
access their email accounts from any device with an internet connection, without the need to install dedicated
email client software.
Webmail services are usually provided by email service providers, such as Gmail, Outlook.com, Yahoo Mail, and
others. Users log in to their email accounts through a web browser and access their email interface, which is hosted
on the email service provider's servers.
Features of webmail include:
- Accessibility: Webmail can be accessed from any device with a web browser and an internet connection,
making it convenient for users on different devices or when away from their personal computer.
- Cross-Platform Compatibility: Webmail is not tied to a specific operating system or device, as it runs
through a web browser, ensuring compatibility across various platforms.
- Cloud Storage: Webmail services often provide ample storage space for emails, attachments, and other
data, eliminating the need to manage local storage on the user's device.
- Real-Time Synchronization: Webmail interfaces offer real-time synchronization, ensuring that changes
made to emails (e.g., deleting, moving, or replying) are reflected across all devices accessing the account.
To use webmail, users need to navigate to the email service provider's website, enter their email address and
password, and access their inbox and email management features directly through the web interface.
Both client-based email and webmail have their advantages and disadvantages. The choice between the two
depends on factors such as personal preference, specific requirements, and the need for advanced features or
offline access.
FEATURES OF EMAIL
Email, short for electronic mail, offers various features that make it a versatile and widely used method of
communication. Here are some common features of email:
- Sending and Receiving Messages: Email allows users to send and receive digital messages quickly and
efficiently. Users can compose new messages, reply to or forward existing messages, and include
attachments such as documents, images, or videos.
- Addressing and Contact Management: Email includes features for addressing messages, allowing users to
specify the recipients using email addresses. Email clients and webmail services often provide contact
management tools, allowing users to save and organize contact information for easy access when
composing messages.
 - Subject Lines: Email messages typically include subject lines that briefly describe the content or purpose of
the message. Subject lines help recipients quickly understand the context of the email and prioritize their
attention.
- Attachments: Users can attach files to their email messages, enabling them to send and receive documents,
images, or other types of files. Attachments are typically included as separate files within the email and can
be downloaded and opened by the recipient.
- Folder Organization: Email clients and webmail services offer features for organizing emails into folders or
labels. This allows users to create a hierarchical structure to categorize and manage their emails based on
different criteria such as project, sender, importance, or date.
- Search and Filtering: Email services provide search functionality to help users find specific emails or
information within their email archives. Additionally, filtering options allow users to set rules to
automatically sort incoming messages into specific folders based on predefined criteria.
- Forwarding and Reply: Email messages can be forwarded to other recipients or replied to directly. These
features enable easy sharing of information and ongoing conversations among multiple individuals or
groups.
- Spam Filtering: Email services often include spam filters to automatically detect and filter out unsolicited
and unwanted email messages, commonly known as spam. Spam filtering helps reduce the clutter in the
inbox and minimize the risk of falling victim to phishing or scam attempts.
- Signature: Email clients and webmail services allow users to create and customize email signatures.
Signatures typically include the sender's name, contact information, job title, or other relevant details.
Signatures are appended to the end of outgoing emails for professional identification and contact purposes.
- Autoresponders: Some email services offer autoresponder functionality, which automatically sends pre-
written messages as responses to incoming emails. Autoresponders are commonly used for acknowledging
receipt of emails, sending out-of-office notifications, or providing instant customer support.
These are just some of the many features that make email a powerful and flexible communication tool. Email has
become an integral part of personal and professional communication, offering convenience, versatility, and a
reliable means of exchanging information across different devices and locations.
COMMONLY USED EMAIL ACRONYMS:
- CC: CC stands for "Carbon Copy." When you CC someone on an email, it means you are sending a copy of
the email to that person. CC recipients are visible to all other recipients and can see who else received the
email.
- BCC: BCC stands for "Blind Carbon Copy." When you BCC someone on an email, it means you are sending a
copy of the email to that person without the knowledge of other recipients. BCC recipients remain hidden
from all other recipients.
- Reply All: "Reply All" is an option in email clients that allows you to reply to an email and send your response
to all the original recipients of the email, including the sender and any CC or BCC recipients.
- FW or FWD: FW or FWD is an abbreviation for "Forward." When you forward an email, you are sending a
copy of the original email to another recipient or group of recipients.
ADVANTAGES AND DISADVANTAGES OF EMAIL
Advantages of Email:
- Speed and Efficiency: Email allows for near-instantaneous communication, delivering messages to
recipients within seconds or minutes, regardless of their geographical location. This speed and efficiency
make email a convenient tool for quick communication.
 - Cost-Effective: Sending emails is generally more cost-effective than traditional postal mail or fax. Email
eliminates the need for physical materials like paper, envelopes, and postage, reducing expenses associated
with communication.
- Accessibility and Convenience: Email can be accessed from various devices, including computers,
smartphones, and tablets, as long as there is an internet connection. This accessibility allows users to check
and respond to emails at their convenience, even while on the go.
- Multifunctionality: Email provides a versatile platform for various communication needs. Users can send
text-based messages, share files and documents as attachments, send images, and even include hyperlinks
to web pages or online resources.
- Documentation and Record-Keeping: Email provides a written record of communication, which can be
valuable for documentation purposes. Users can search and retrieve past emails, making it easier to
reference important information or track the progress of discussions.
- Global Reach: Email transcends geographical boundaries, enabling communication with individuals or
organizations worldwide. It allows for international collaboration, business transactions, and personal
connections without the limitations of distance.
Disadvantages of Email:
- Lack of Personal Touch: Email communication lacks the personal touch and nonverbal cues present in face-
to-face or even phone conversations. Tone and intent can sometimes be misinterpreted, leading to
misunderstandings or conflicts.
- Information Overload: With the ease of sending emails, it's possible to receive a high volume of messages,
leading to information overload and inbox clutter. Sorting through numerous emails and managing an
overflowing inbox can be time-consuming and overwhelming.
- Security and Privacy Concerns: Email communication may pose security risks, such as unauthorized access,
hacking, or interception of sensitive information. Users need to take precautions like using strong
passwords, enabling encryption when available, and being cautious with email attachments and links.
- Spam and Unwanted Emails: Spam, unsolicited and unwanted email messages, can flood inboxes and
waste valuable time. Despite spam filters, some spam emails may still make their way into the inbox,
requiring manual deletion and filtering.
- Dependence on Internet Access: Email relies on an internet connection, making it inaccessible in areas with
poor or no connectivity. Interruptions in internet service can hinder the ability to send, receive, or access
email messages.
- Misuse and Overreliance: Email can be misused, leading to unprofessional or inappropriate
communication. Additionally, an overreliance on email as the primary means of communication can hinder
face-to-face interaction and collaboration, affecting relationships and teamwork.
It's important to note that while email has its disadvantages, proper email management, communication etiquette,
and cybersecurity practices can help mitigate these issues and maximize the benefits of this communication tool.
Email address
An email address is a unique identifier used to send and receive email messages. It is composed of two main parts:
the local part and the domain part. Here is a breakdown of the components of an email address:
Local Part: The local part of an email address appears before the "@" symbol. It typically consists of a unique
username or alias chosen by the email account owner. The local part may contain letters, numbers, special
characters (such as periods, underscores, or hyphens), and it is not case-sensitive. For example, in the email
address "john.doe@example.com," the local part is "john.doe."
"@" Symbol: The "@" symbol separates the local part from the domain part in an email address. It is a required
component and serves as a delimiter to indicate the recipient's domain.
Domain Part: The domain part of an email address appears after the "@" symbol. It represents the domain name
of the email service provider or the organization's email server. The domain part consists of two parts: the domain
name and the top-level domain (TLD). The domain name can be a specific company or organization name, while
the TLD indicates the type of domain (e.g., ".com" for commercial, ".edu" for educational institutions, ".org" for
organizations). In the email address "john.doe@example.com," the domain part is "example.com."
Here are a few examples of email addresses:
john.doe@example.com
jane_smith123@gmail.com
info@companyname.com
contact@organization.org
It's worth noting that email addresses must follow certain rules and standards to be considered valid and
functional. Also, email addresses are not case-sensitive, meaning "example@example.com" is the same as
"Example@Example.com."
Domain Extensions
Domain extensions, also known as top-level domains (TLDs), are the last part of a domain name that follows the
dot (.) symbol. They indicate the purpose, type, or geographical location associated with a website or email
address. Here are some common domain extensions and their meanings:
1. .com: Short for "commercial," .com is the most popular and widely used domain extension. It is primarily
used for commercial or for-profit websites but has become a versatile extension used for various types of
websites.
2. .org: Short for "organization," .org is commonly used by non-profit organizations, charities, and other non-
commercial entities. It is also used by some for-profit organizations that want to convey a sense of social
responsibility.
3. .net: Short for "network," .net was originally intended for network-related websites. However, it is now
used more broadly and is often chosen by websites related to technology, networking, or internet service
providers.
4. .edu: Reserved for educational institutions, such as universities, colleges, and schools. To obtain a .edu
domain, an institution must meet specific eligibility criteria and be accredited.
5. .gov: Reserved for government agencies and entities at various levels, such as federal, state, or local
government organizations.
6. .mil: Reserved for the United States Department of Defense and military organizations.
7. .int: Short for "international," .int is reserved for international treaty organizations and associations that
are typically formed by multiple countries.
8. .co: Originally assigned to Colombia, .co has gained popularity as an alternative to .com. It is often used by
businesses, startups, and entrepreneurs.
9. Country-Specific TLDs: Each country has its own TLD, such as .uk for the United Kingdom, .de for Germany,
.jp for Japan, and so on. These country-specific TLDs indicate the geographical association of a website or
email address.
 In addition to these, there are numerous other specialized and newer domain extensions that cater to
specific industries, interests, or communities. Some examples include .io (popular for technology startups),
.blog (for blogging platforms), .app (for mobile apps), and .xyz (a versatile and generic extension).
It's important to note that the availability and usage of domain extensions can vary, and some may have specific
registration requirements or restrictions.
Country domain extensions
Country domain extensions, also known as country code top-level domains (ccTLDs), are two-letter domain
extensions that represent specific countries or territories. These domain extensions are assigned to individual
countries according to the ISO 3166-1 alpha-2 country codes. Here are some examples of country domain
extensions and the corresponding countries:
.ng: Nigeria
.us: United States
.uk: United Kingdom
.ca: Canada
.au: Australia
.fr: France
.de: Germany
.jp: Japan
.cn: China
.in: India
.br: Brazil
.mx: Mexico
.ru: Russia
.za: South Africa
.es: Spain
.it: Italy
These are just a few examples, and there are many more country domain extensions representing different
countries worldwide. The country domain extensions are typically used by individuals, businesses, and
organizations within the respective countries, indicating their connection or presence in that particular geographic
region.
Length of email address
The maximum length of an email address can vary depending on the email service provider and the specific
implementation. Generally, the maximum length of an email address is around 254 characters.
The local part of the email address (the part before the "@" symbol) can typically be up to 64 characters long. The
domain part (the part after the "@" symbol) can be up to 255 characters long.
However, it's important to note that not all email systems or service providers may support or enforce the
maximum length. Some providers may have their own specific limitations or requirements, so it's advisable to
check the documentation or guidelines of the email service you are using.
In practice, it is generally recommended to keep email addresses reasonably short and easy to remember to ensure
compatibility and minimize the risk of encountering any issues with email systems or applications.
STEPS INVOLVED IN CREATING AN EMAIL ACCOUNT
Creating an email account typically involves a few steps, regardless of the email service provider you choose. Here's
a general outline of the steps involved in creating an email account:
- Choose an Email Service Provider: Select an email service provider that suits your needs. Popular options
include Gmail, Outlook (formerly Hotmail), Yahoo Mail, and many others. Visit the provider's website to
start the account creation process.
- Go to the Sign-Up or Create Account Page: On the email service provider's website, look for the "Sign Up"
or "Create Account" button/link. Click on it to initiate the account creation process.
- Provide Personal Information: Fill out the required fields on the sign-up form with your personal
information. This typically includes your name, desired email address, password, and sometimes additional
details like phone number and date of birth. Make sure to choose a unique and secure password to protect
your account.
- Select an Email Address: Choose the desired email address for your account. Most email providers offer a
variety of options based on availability and their domain name. It's common to use your name, a variation
of your name, or a combination of letters and numbers as your email address.
- Verify Your Identity: Depending on the email service provider, you may need to verify your identity to
ensure you're not a robot or a malicious user. This can be done through various methods, such as phone
verification (receiving a verification code via SMS) or alternative email verification (sending a confirmation
link to another email address you own).
- Set Up Account Preferences: After verifying your identity, you may be prompted to set up account
preferences. This can include language preferences, time zone settings, and additional security options like
two-factor authentication.
- Review and Agree to Terms of Service: Read and review the terms of service or user agreement of the
email service provider. Ensure you understand the terms and conditions, privacy policy, and any other
agreements associated with using their email service. If you agree, proceed to the next step.
- Complete the Account Creation: Once you have provided all the required information, agreed to the terms
of service, and completed any additional steps, you can proceed to create your email account. At this point,
your email account should be successfully created.
- Explore Account Features: After creating your email account, you can start exploring the various features
and settings offered by the email service provider. Familiarize yourself with composing and sending emails,
organizing your inbox, managing contacts, and customizing your account settings to suit your preferences.
- Remember to keep your email account credentials secure and regularly update your password to protect
your account from unauthorized access.
It's important to note that the specific steps and user interface may vary slightly depending on the email service
provider you choose. However, the general process outlined above should give you a good understanding of the
typical steps involved in creating an email account.
USING, SENDING AND RECEIVING EMAIL
Using, sending, and receiving email involves several steps and processes. Here's a general overview of how to use
email:
Accessing your Email Account: Open your preferred email client or webmail interface. Enter your email address
and password to log in to your email account. Make sure you have a stable internet connection.
Composing and Sending an Email:
- Click on the "Compose" or "New Email" button to start composing a new email.
- Enter the recipient's email address in the "To" field. You can add multiple recipients by separating their
email addresses with commas.
- Enter a subject for your email, summarizing the content or purpose.
- Compose your message in the body of the email. You can format the text, add attachments, insert images,
and use other features depending on your email client.
- Review your email for any errors or typos.
- Click on the "Send" button to send your email.
Receiving Emails:
- When someone sends you an email, it will be delivered to your email inbox.
- To view your received emails, go to the inbox or main folder of your email client or webmail interface.
- Emails are typically displayed with the sender's name, subject, and a preview of the content.
- Click on an email to open and read its full content.
Replying and Forwarding Emails:
- To reply to an email, open the email and look for the "Reply" or "Reply All" button. Click on it to compose
your response. When using "Reply All," your reply will be sent to all recipients of the original email.
- To forward an email to someone else, open the email and look for the "Forward" button. Click on it, enter
the recipient's email address, and add any additional comments if needed.
Managing Emails:
- You can organize your emails by creating folders or labels to categorize them (e.g., Inbox, Sent, Archive, or
custom folders).
- Use email search functionality to find specific emails based on keywords, sender, subject, or other criteria.
- Mark important emails as "unread," "flagged," or "starred" to easily identify and prioritize them.
- Delete unwanted emails to declutter your inbox.
Email Etiquette and Security:
- When sending emails, use proper etiquette, including a polite greeting and closing, clear and concise
language, and appropriate tone.
- Be cautious when opening email attachments from unknown sources, as they could contain malware or
viruses.
- Be mindful of email scams and phishing attempts. Avoid clicking on suspicious links or providing personal
information in response to suspicious emails.
- Remember to regularly check your email account for new messages and manage your inbox to ensure
efficient communication. Familiarize yourself with the features and settings offered by your email client or
webmail interface to customize your email experience according to your preferences.