e-mail

Short for electronic mail, the transmission of messages over communications networks. The
messages can be notes entered from the keyboard or electronic files stored on disk. Most
mainframes, minicomputers, and computer networks have an e-mail system. Some electronic-
mail systems are confined to a single computer system or network, but others have gateways to
other computer systems, enabling users to send electronic mail anywhere in the world.
Companies that are fully computerized make extensive use of e-mail because it is fast, flexible,
and reliable.

Most e-mail systems include a rudimentary text editor for composing messages, but many allow
you to edit your messages using any editor you want. You then send the message to the recipient
by specifying the recipient's address. You can also send the same message to several users at
once. This is called broadcasting.

Sent messages are stored in electronic mailboxes until the recipient fetches them. To see if you
have any mail, you may have to check your electronic mailbox periodically, although many
systems alert you when mail is received. After reading your mail, you can store it in a text file,
forward it to other users, or delete it. Copies of memos can be printed out on a printer if you want
a paper copy.

All online services and Internet Service Providers (ISPs) offer e-mail, and most also support
gateways so that you can exchange mail with users of other systems. Usually, it takes only a few
seconds or minutes for mail to arrive at its destination. This is a particularly effective way to
communicate with a group because you can broadcast a message or document to everyone in the
group at once.

Although different e-mail systems use different formats, there are some emerging standards that
are making it possible for users on all systems to exchange messages. In the PC world, an
important e-mail standard is MAPI. The CCITT standards organization has developed the X.400
standard, which attempts to provide a universal way of addressing messages. To date, though, the
de facto addressing standard is the one used by the Internet system because almost all e-mail
systems have an Internet gateway.

10 Advantages of Email
1. Cheap. Once you’re online, there is no further expense.
2. Easy to reference. Sent and received messages and attachments can be stored safely, logically
and reliably.
3. Easy to use. Once you’re set up, sending and receiving messages is simple. That goes for a host
of other email functions. Data storage and contacts can be accessed quickly and easily.
4. Easy to prioritize. Incoming messages have subject lines that mean you can delete without
opening. How much time does that save compared to ‘snail mail?’
 5. Fast. Message to send? Done, under a second! Email is by far the fastest form of written
communication.
6. Global. Web based email means you can access your messages anywhere online. Going
oversees? Before you go, mail yourself a copy of your passport number, travel insurance details
or your accommodation details.
7. Good for the planet. Actually the advantages and disadvantages of email are clear here.
Computers themselves aren’t 'green', but email offsets some of the damage by reducing the
environmental cost of contact.
8. Info at your fingertips. Storing data online means less large, space taking file cabinets, folders
and shelves. You can access information far quicker if you learn how to use email this way.
9. Leverage. Send the same message to any number of people. Adaptations are simple, too. If you
have a product or service to sell, email is an effective medium to get your message out.
10. Send reminders to yourself. Do you use more than one account? Email yourself messages from
work to home or vice versa. Does the idea of two or more accounts seem complicated?

10 Disadvantages of Email
1. Emotional responses. Some emails cause upset or anger. A reply in the heat of the moment
can’t be retracted.
2. Information overload. Too many people send too much information. They often cite ‘need to
know’ as the justification. Learn how to use email effectively and you’ll reduce time wasted on
this.
3. Lacks the personal touch. Some things are best left untyped. Email will never beat a hand
written card or letter when it comes to relationships.
4. Misunderstandings. Emails from people who don’t take the time to read what they write before
clicking ‘send’. Time is wasted, either to clarify or, worse, acting on a misinterpretation of the
message.
5. No respite. The law of the empty inbox – leave it and will grow. Ignore it at your peril! Discover
how to get an empty inbox every day.
6. Pressure to reply. Once it’s in your inbox, you feel an ever increasing obligation to act on it.
Procrastinating doesn’t making it go away.
7. Spam. Having to deal with spam and spoofs is one of the worst avoidable time wasters online.
8. Sucks up your time. Over checking messages is time wasted on low value, passive activity.
9. Too long. How long is too long? It’s hard to say exactly, but the longer it goes on, the harder it is
to take in. Email is suited to brevity.
10. Viruses. A virus could seriously affect your computer. If you want know how to use email, you
need to know how to deal with these.