E-mail: (Electronic Mail):-

E-mail was invented by Ray Tomlinson (ARPANET Researcher). Email is the

technology of sending and receiving message over the internet. This is the most popular internet
service. By using this service user can send text messages and documents to a remote user. It is
the fastest communication service when compared to others. Any type of message can be sent
to anywhere within seconds.
E-mail is most widely used and popular form of communication over the internet. With
growing popularity of internet more and more people are communicating via e-mail.
For sending and receiving emails users must have an account with E-mail Service
Provider(ESP). ESP provides a Username and password for each E-mail account. With the help
of them user can send and receives emails.
Advantages of E-mail:
 Convenience: Sending and receiving messages are very easy. A message can be informal or
formal. E-mail makes publishing and discussing very easy in the form of mailing lists and
newsgroups.
 Speed: E-mail is very fast. However, the speed also depends upon the underlying network.
It’s easy to send your messages more than one person. Multiple copies of a message can be
sent to a group of people.
 Inexpensive: The cost of sending e-mail is very low. Once you are online, the cost of
sending message is almost nothing. Emailing saves paper and printing costs. It reduces
hardware costs.
 Reliable and Secure: Many mail systems will recognize the sender and Receiver. If an email
message was undeliverable then that will be intimated to the sender. So E-mails are very
reliable. They can ensure the privacy and provides security in the form of password.
 Global reach: Email can be sent to anyone with an email address anywhere in the world,
making it a powerful tool for international communication.
 Generality: It is also possible to send graphics, programs and sounds with an e-mail. We can
attach any type of files to our E-mail.
 Printable: It is easy to obtain a hardcopy of an e-mail. Also an electronic copy of an e-mail
can also be saved for records.
 Advertising tool: Nowadays, many individuals and companies are using the email service to
advertise their products, services, etc.

Disadvantages of E-mail:
 Junk/Spam mail: Many people send unwanted emails to others. These are called spam
mails. Checking and deleting the unwanted mails can consume a lot of time.
 Viruses: Email attachments can contain viruses. Viruses are small programs that infect your
computer system. A virus could seriously affect your computer. E-mail is the major source
for virus spreading.
 No response: You may have to wait a long time to get a reply. They may not have read their
mail.
 Hacking: The act of breaking into computer security is termed as hacking. In this, emails are
intercepted by hackers. A person who breaches security and gets access to a computer system
in order to get information, cause damage to the data is known as hacker.
 Overload/Crowded inbox: Over a period of time, the email inbox may get crowded with
mails. It becomes difficult for users to manage such a huge of mails.
 Internet is must: To send an Email internet access is required. Without internet we can’t
send emails.
 Lengthy mails: If the mail is too long and not properly presented, the reader may lose interest in
reading it.
 Unsupported Software: Sometimes, we may not open mails because of unsupported
software.
Email: Email is a service which allows us to send the message in electronic mode over the
internet. It offers an efficient, inexpensive and real time mean of distributing information among
people.
E-Mail Address: An email address is a unique identifier used to send and receive electronic
mail messages over the internet. It consists of two parts, separated by the "@" symbol:
E-mail is generally of the form username@domainname. For example,
[email protected] is an e-mail address where rambabu is username and
chaitanyabharathi.com is domain name.

Email address has two strings separated by the character "@" (at sign)
Each email address can have three parts.
 User name or mailbox name
 @ (at the rate symbol)
 Server address or domain names (gmail, rediffmail, yahoo etc.,)
The basic form of an e-mail address is
Username @ e-mail service provider’s name .subdomain. domain name
E.g.: [email protected]
An email address can be up to 255 characters long and can include the following characters

User ID: User ID stands for User Identification . The user id, or username helps to identify a
person on computer system or network. Userids is a string which contains characters, numbers or
any other symbols.
A user commonly must enter both a user ID and a password as an authentication
mechanism during the logon process. For example our email id is [email protected].
In this user id is chaitanyabaharathi.
Rules:
 The username and the domain name are separated by @ (at) symbol.
 User IDs must contain at least one letter; numbers are allowed, but not required
 Spaces are not allowed in e-mail address.
 No special characters are allowed (such as: ! @ # $ % ^ &) except underscore ( _ )
 Do not use your User ID as password.

Passwords: Password is a string of characters that allows access to a computer, or electronic

device. Password is a secret code that authenticates you to the computer.
A good password should be:
o Be at least eight characters long.
o Use non alphabetical characters such as &, %, ! etc.,
o Passwords cannot contain spaces
 o Passwords are case-sensitive i.e lower case letters and upper case letters are different.

A computer system uses user id and passwords together to grant access to the system. You
need the correct combination of user id and password, to access your account.

Domain Name: A domain name is a unique name that identifies a website on the internet. It
consists of two or more parts separated by dots, with the last part representing the top-level
domain (TLD).
For example, in the domain name "google.com", "Google" is the second-level domain and
".com" is the top-level domain. The TLD ".com" is one of the most common TLDs used for
commercial websites.
Domain names are used to identify specific websites and make it easier for users to
access them. They also provide a more memorable and user-friendly way to access a website
than using its IP address.

There are several domain names available; Domain names are formed by the rules and
procedures of the Domain Name System (DNS). Any name registered in the DNS is a domain
name. Some of them are generic such as com, edu, gov, net etc, while some country level
domain names such as au, in, za, us etc.
The following table shows the Generic Top-Level Domain names:
Domain Name Meaning
Com Commercial business
Edu Education
Gov Government agency
Int International entity
Mil U.S. military
Net Networking organization
Org Nonprofit organization

The following table shows the Country top-level domain names:

Domain Name Meaning
au Australia
in India
cl Chile
fr France
us United States
za South Africa
uk United Kingdom
jp Japan
es Spain
de Germany
ca Canada
ee Estonia
hk Hong Kong

E-mail System:
 An email system is a set of hardware and software tools used to create, send, receive, and
manage electronic messages over the internet. An email system typically consists of three main
components: a mail server, an email client, and a protocol for exchanging messages.
 Mail server: A mail server is a computer or a network of computers that receive and
store email messages. Mail servers use protocols like SMTP (Simple Mail Transfer
Protocol) to send messages to other servers and POP3 (Post Office Protocol) or IMAP
(Internet Message Access Protocol) to allow users to retrieve their messages.
 Email client: An email client is a software application used to compose, send, and
receive email messages. Some popular email clients include Microsoft Outlook, Apple
Mail, and Mozilla Thunderbird.
 Protocol: The protocol is a set of rules that governs the exchange of email messages
between servers and clients. SMTP is the most commonly used protocol for sending
email, while POP3 and IMAP are used to retrieve email messages.

E-mail Message Components:-

E-mail message comprises of different components: E-mail Header, Greeting, Text, and
Signature. These components are described in the following diagram:

E-mail Header:- An email header is a section of an email message that contains important information
about the message, such as the sender, recipient, subject, date, and time of transmission.

The header part comprises of following fields:

 From
 Date
 To
 Subject
 CC
 BCC
From/Sender: The from field indicates the sender’s address i.e. who sent the e-mail. The sender
is the person who is sending the email message. The sender's email address is usually entered in
the "From" field.
Date: The Date field indicates the date when the e-mail was sent.
To/ Recipient: The To field indicates the recipient’s address i.e. to whom the e-mail is sent. The
recipient is the person or group of people who will receive the email message. The recipient's
email address is usually entered in the "To" field.
Subject: The subject is a brief description of the content of the email message. The subject line
should be clear and concise and should accurately reflect the content of the email.
CC and BCC: The CC (carbon copy) and BCC (blind carbon copy) fields allow the sender to
send a copy of the email message to additional recipients. The CC field is visible to all
recipients, while the BCC field is hidden from other recipients.
Body: The body is the main content of the email message. It can include text, images, links, and
attachments.
 Message: This is the body of your message
 Text: It represents the actual content of the message.
 Signature: This is the final part of an e-mail message. It includes Name of Sender,
Address, and Contact Number.
 Attached Files, Attachments: Attachments are files that are included with the email
message. Common types of attachments include documents, images, and videos.

Creating Email Account

There are various email service provider available such as Gmail, hotmail, ymail, rediff
mail etc. Here we will learn how to create an account using Gmail.
 Open gmail.com and click create an account. Click on the Sign Up Button.
 Now a form will appear. Fill your details here and click Next Step.
  Enter all mandatory fields First Name, Last Name, Gender, etc.
 Type in your desired Email Address.
 Choose a secure Password (at least 8 characters, mixing letters, numbers, lower and upper
case, and using special characters) Then click Next
 Select your Security Question, type in your Answer
 Verify your registration by typing the numbers in the captcha picture
 Click the "Accept"
 Now a welcome window appears. Click Continue to Gmail.
 Now you will see your Gmail account as shown in the following image:

Key Points:
 Gmail manages the mail into three categories namely Primary, Social and Promotions.
 Compose option is given at the right to compose an email message.
 Inbox, Starred, Sent mail, Drafts options are available on the left pane which allows you
to keep track of your emails.

Composing and Sending Email:-

Before sending an email, we need to compose a message. When we are composing an
email message, we specify the following things:
 Sender’s address in To field
 CC (if required)
 BCC (if required)
 Subject of email message
 Text
 Signature
The Steps involved in message composition are:
 Open our Email account by giving username and password.
 Click on compose button
 In the new message window, type the e-mail addresses of the recipients in to field, or use
the Address book to select one or more of the addresses.
 In the CC field, enter the address of anyone you want to receive a copy of the message.
 Type the subject of the message.
 Now type your message on body part.
  Attach files using attach file symbol if we required.

You should specify the correct email address; otherwise it will send an error back to the
sender.
Once you have specified all the above parameters, it’s time to send the email. The mailer
program provides a Send button to send email, when you click Send, it is sent to the mail server
and a message mail sent successfully is shown at the above.