Information Sheet 1.1.6 - Documentation
Information Sheet 1.1.6 - Documentation
I. Learning Objectives:
II. Discussions
Email, short for "electronic mail," is one of the most widely used features of the Internet, along
with the web. It allows you to send and receive messages to and from anyone with an email
address, anywhere in the world.
Email uses multiple protocols within the TCP/IPsuite. For example, SMTP is used to send
messages, while the POP or IMAP protocols are used to retrieve messages from a mail server.
When you configure an email account, you must define your email address, password, and the
mail servers used to send and receive messages. Fortunately, most webmail services configure
your account automatically, so you only need to enter your email address and password.
However, if you use an email client like Microsoft Outlook or Apple Mail, you may need to
manually configure each account. Besides the email address and password, you may also have
to enter the incoming and outgoing mail servers and enter the correct port numbers for each
one.
The original email standard only supported plain text messages. Eventually, email evolved to
support rich text with custom formatting. Today, email supports HTML, which allows emails to
be formatted the same way as websites. HTML email messages can include images, links, and
CSS layouts. You can also send files or "email attachments" along with messages. Most mail
servers allow you to send multiple attachments with each message, but they limit the total size.
In the early days of email, attachments were typically limited to one megabyte, but now many
mail servers support email attachments that are 20 megabytes in size or more.
Email Netiquette When composing an email message, it is important to use good netiquette.
For example, you should always include a subject that summarizes the topic of the email. It is
also helpful to
begin each message with the recipient's name and end the message with your name or
"signature." A typical signature includes your name, email address, and/or website URL. A
professional signature may include your company name and title as well. Most email programs
allow you to save multiple signatures, which you can insert at the bottom of an email.
If you want to send an email to multiple recipients, you can simply add each email address to
the "To" field. However, if the email is primarily intended for one person, you should place the
additional addresses in the "CC" (carbon copy) field. If you are sending an email to multiple
people that don't know each other, it is best to use the "Bcc" (blind carbon copy) field. This
hides the email addresses of each recipient, which helps prevent spam.
NOTE: Email was originally written "e-mail," but is now more commonly written as "email"
without the dash.
Email is a very flexible medium and can be used for a variety of purposes. Valerie uses her email
to send directives or instructions to members of her sales team. She uses a brief email as a
cover and attaches important documentation to the email like listing agreements and purchase
agreements. She also uses email to send her advice or recommendations to her clients and to
provide a status report on things like a pending offer or an upcoming real estate closing. If a
client gives her instructions to do something, such as accept a counteroffer, that email will
provide documentation and confirmation that Valerie has permission to do it. She also receives
reports from her firm, such as her sales and commission report, and receives notices of sales
meetings and other events via email. Her firm will often send new rules and procedures to her
by email as well. Finally, email is one of the best ways for her to ask questions of clients, other
agents, subordinates, or the management at her firm.
III. Documentation
IV. Reflection
After studying Email Software, I learned the difference between e-mail( electronic
means of changing digital messages) the best example here is the exchanging
process we every day do which is chatting or messaging in Messenger. Any mail
that is digitally delivered is called e-mail. Using e-mail will help is to send
messages across the world at any time and where ever you are. I also learned that
the netiquette in using email is to deliver messages formally and depending to the
people who you are talking with. If you are talking to people who is in the same
age as you for instance your friend, it is fine to send message informally but make
sure to construct well your sentences first before sending because unconstructed
words may result to misunderstanding and deliverance of messages.