EMAIL intoduction*Class Notes for BCom Professional Business Skills Paper Chapter-4
- 1. PART 4 Dr. Mustafa K.
- 2. Electronic Mail (E-mail) • It is an electronic message that can be sent from one computer to another by using a network such as internet. • It is the one of the most widely used features of the internet. • Through email, users can communicate quickly and easily with millions of people around the world at any time. • It is the cheapest & fastest communication medium • Documents, pictures, audio, video etc., can be attached to email
- 3. E-mail •Messages are sent from an E-mail address(ID) to another ID •An e-mail id is a series of characters made up of • Username •@symbol • Name of user’s ISP • Domain name Example : xyzcompany@yahoo.co.in
- 4. Popular email service providers •Gmail – by Google •Outlook – by Microsoft •iCloud mail – by Apple •Yahoo mail – 1 TB free storage •Proton Mail – open source and secure mail with end to end encryption •AOL Mail – Oldest webmail service provider with unlimited storage. •Rediff mail – one of the oldest service provider.
- 5. Email Glossary (Some Common email terms) •Inbox: It is the folder or repository where incoming messages to the mail ID are stored. •Compose – It is the option to create new messages to save or send. •Spam (junk mail): Unsolicited and unwanted messages such as marketing messages, advertisements etc.
- 6. Email Glossary (Some Common email terms) •Phishing email: Phishing is a cyber crime used to gather personal information such as user name, password, debit card details etc., through email, sms, telephone call etc. Private data captured through an email designed to look like a trusted third party is called Phishing email. •Cc (Carbon Copy) – It is the line to write the list of co- recipients in case of multiple receivers. Recipients can see the list of all recipients. •Bcc (Blind carbon copy): It is also the line to write the list of co-recipients but, recipients cannot see the list of other recipients.
- 7. Features of email • It is an electronic message sent from one electronic device to another • E-mail has the ability to attach files – documents, audio, video, compressed folders, pictures etc. • There is attachment limit – Different for different service providers (25 mb – Gmail, Yahoo, Rediffmail, AOL, Outlook) (50 mb – Fastmail, Rackspace) • Automatic reply to messages is possible • Webmail and mobile email apps can be used to receive and send messages.
- 8. Features of email - continuing • Multi-forward facility : It allows us a facility to send copies of a message to many people • Addresses can be stored in an address book and retrieved instantly • Notification if a message cannot be delivered • Emails are automatically dated and time stamped • Facility to mark important messages as starred. • Facility to get notification or reminder on important mails (snooz) • Signatures can be attached in email
- 9. Features of email - continuing •The recipient can open the mailbox and read the message at his convenience •It provide free mail box storage : Different for different service providers. (Gmail & Outlook – 15 GB, Yahoo-1 TB) •E-mail uses multiple protocols – • SMTP (Simple Mail Transfer Protocol) is used to send messages. • POP (Post Office Protocol) or IMAP (intenet Message Access Protocols) are used to retrieve messages from a mail server.
- 10. Uses/Advantages of email in Business • Helpful for internal and external communication: email can be used to communicate with people inside and outside the business. • Cheap and fast communication medium: email is very fast and one of the cheapest ways of communication in business • Easy retrieval: email messages can be retrieved at any time in the future unless it is deliberately deleted. • Marketing tool (News Letters) : email can be used as news letters to communicate information about the product and services of the company.
- 11. Uses/Advantages of email in Business • Appointment with reminders: Appointments with reminders can be sent. • Helps to schedule meetings: Integrated Calendar tools such as Google Calendar helps to schedule meetings, prepare mailing list and to send invitations to participants. • Useful to share files: email is useful to share files such as bills, invoices, advertising materials etc., as attachments. • Automated email messages: email can be used to send automated messages such as acknowledgment of the receipt of mail, notification of sales, shipping schedule, marketing emails etc.
- 12. Disadvantages of email in Business •Spam : Unsolicited email can overwhelm the email system unless you install a firewall and anti-spam software. •Internet and email security issues: There is possibility of security threats such as viruses, malwares, spywares, phishing attacks etc. •Sent mails cannot be deleted: Sending email to the wrong person by mistake leads to the leaking of confidential data and sensitive business information.
- 13. Disadvantages of email in Business •Limited size of attachments: Attachment size is limited by the service providers. For most of the service providers it is 25 mb only. •Limited free storage: Storage space is either limited or conditional. •No regular checking: Most of the individuals do not check email regularly. So, there is a need to send notification of mail by sms or through social media. •Not suitable for all communications: Not suitable for internal communications, informal communication etc.
- 14. THANK YOU Dr. MUSTAFA K mustafapsmo@gmail.com mustafapmst@gmail.com