E-Mail Communication

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Victor’s

Knowledge
Cheenu Sharma

EMAIL
COMMUNICATION
Important for all exams

Punjab Constable and Sub


Inspector exam 2021
Victor’s
Knowledge
Cheenu Sharma
Email
■ Electronic mail (email or e-mail) is a method of
exchanging messages ("mail") between people using
electronic devices. Email entered limited use in the 1960s,
but users could only send to users of the same computer.
■ Some systems also supported a form of instant
messaging, where sender and receiver needed to be
online simultaneously.
■ Ray Tomlinson is credited as the inventor of networked
email; in 1971, he developed the first system able to
send mail between users on different hosts across the
ARPANET, using the @ sign to link the username with a
destination server.
Email (electronic mail) is a way to send and receive messages across the Internet.
Victor’s
Knowledge
Cheenu Sharma
Email addresses
■ To receive emails, you will need an email account and an email
address.
■ Also, if you want to send emails to other people, you will need to obtain
their email addresses. It's important to learn how to write email
addresses correctly because if you do not enter them exactly right, your
emails will not be delivered or might be delivered to the wrong person.
■ Email addresses are always written in a standard format that includes a
username, the @ (at) symbol, and the email provider's domain. The
username is the name you choose to identify yourself.
■ The email provider is the website that hosts your email account
■ Some businesses and organizations use email addresses with their
own website domain
Victor’s
Knowledge
Cheenu Sharma
Webmail providers

■ Today, the top three webmail providers are Yahoo!,


Microsoft's Outlook.com (previously Hotmail), and Google's
Gmail.
■ These providers are popular because they allow you to
access your email account from anywhere with an Internet
connection.
■ You can also access webmail on your mobile device.
Victor’s
Knowledge
Cheenu Sharma
Email productivity features
■ In addition to email access, webmail providers offer various tools and
features. These features are part of a productivity suite—a set of
applications that help you work, communicate, and stay organized.
■ The tools offered will vary by provider, but all major webmail services offer
the following features: In addition, each provider offers some unique
features.
■ For instance, when you sign up for Gmail you gain access to a full range of
Google services, including Google Drive, Google Docs, and more.
■ Outlook, on the other hand, offers connectivity with OneDrive and
Microsoft Office Web Apps
Victor’s
Knowledge
Cheenu Sharma
E-mail Header
■ The first five lines of an E-mail message is called E-mail header. The header part
comprises of following fields:
• From
• Date
• To
• Subject
• CC
• BCC
Victor’s
Knowledge
■ The From field indicates the sender’s address i.e., who sent the e-mail. Cheenu Sharma

■ The Date field indicates the date when the e-mail was sent.
■ The To field indicates the recipient’s address i.e., to whom the e-mail is sent.
■ The Subject field indicates the purpose of e-mail. It should be precise and to the point.
■ CC stands for Carbon copy. It includes those recipient addresses whom we want to keep
informed but not exactly the intended recipient.
■ BCC stands for Blind Carbon Copy. It is used when we do not want one or more of the
recipients to know that someone else was copied on the message.
■ Greeting is the opening of the actual message. E.g., Hi Sir or Hi Guys etc.
■ TEXT represents the actual content of the message.
■ Signature is the final part of an e-mail message. It includes Name of Sender, Address, and
Contact Number.
Victor’s
Knowledge
Cheenu Sharma
Common Email Features
■ The inbox is where you'll view and manage emails you receive. Emails are
listed with the name of the sender, the subject of the message, and the date
received.
■ Message pane - When you select an email in the inbox, it will open in the
Message pane. From here, you can read the message and choose how to
respond with a variety of commands
■ Compose pane - You can click the Compose or New button from your inbox
to open the Compose pane to create your own email message. From here,
you'll need to enter the recipient's email address and a subject. You'll also
have the option to upload files (photos, documents, etc.) as attachments
and add formatting to the message. A Compose pane will also appear when
you select Reply or Forward. The text from the original message will be
copied into the Compose pane.
Victor’s
Knowledge
Cheenu Sharma
Victor’s
Knowledge
Cheenu Sharma
Email advantages
■ Productivity tools: Email is usually packaged with a calendar, address book, instant
messaging, and more for convenience and productivity.
■ Access to web services: If you want to sign up for an account like Facebook or order
products from services like Amazon, you will need an email address so you can be safely
identified and contacted.
■ Easy mail management: Email service providers have tools that allow you to file, label,
prioritize, find, group, and filter your emails for easy management. You can even easily
control spam, or junk email.
■ Privacy: Your email is delivered to your own personal and private account with a password
required to access and view emails.
■ Communication with multiple people: You can send an email to multiple people at once,
giving you the option to include as few as or as many people as you want in a conversation.
■ Accessible anywhere at any time: You don’t have to be at home to get your mail. You can
access it from any computer or mobile device that has an Internet connection

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