INSTITUTE OF ACCOUNTACY ARUSHA.

ALL DIPLOMA 1-2024/2025

__________________________________________

INTRODUCTION TO COMPUTER APPLICATIONS

Module Code: AFT 05109, BMT 05103
LECTURE NOTES.

08/01/2025 By Madam Wankyo Joshua 1

 TOPIC 7.
COMPUTER SYSTEM

Lecture : EMAIL
INTRODUCTION TO EMAIL
• What is E-mail? is a method of exchanging digital messages between
people using electronic devices such as computers, tablets, and
smartphones.
• It is one of the most widely used forms of communication on the
internet.
 USES OF EMAIL
Email is a versatile and widely used communication tool that
can be used for a variety of purposes. Here are some of the
main uses of email:
❑Personal communication: Email is a convenient and
easy way to stay in touch with friends, family, and
colleagues. You can use email to send and receive
messages, photos, and other files.
❑Professional communication: Email is an essential
tool for business and professional communication. You can
use email to communicate with clients, colleagues, and
other stakeholders.
❑Education: Email is used by students and teachers to
communicate with each other, share assignments and
resources, and participate in online courses.
USES OF EMAIL.
❑Customer service: Companies use email to provide
customer support and answer customer inquiries.
❑Marketing: Email is used by businesses to market their
products and services to potential customers.
❑News and information: Email can be used to subscribe to
news and newsletters, and to receive updates from your favorite
websites and organizations.
What is an Email Address?
• An email address is a unique identifier that is used to
send and receive electronic messages over
the internet.
• Every address has two parts that are separated by an
“@” symbol.
 EMAIL STRUCTURE
The structure of an email address consists of two main parts:
❑local part
❑domain part.
These parts are separated by the "@" (at) symbol.
Local Part:
• The local part is the username or account name of the email address. It
comes before the "@" symbol.
• It can include letters (a-z), numbers (0-9), and certain special characters
such as dots (.), underscores (_), and hyphens (-).
• For example, in the email address "[email protected]," "john.doe" is
the local part.
@ (At Symbol):
• The "@" symbol is used to separate the local part from the domain part. It
is a fundamental element in the email address structure.
 EMAIL STRUCTURE
Domain Part:
• The domain part indicates the mail server that hosts the email account.
• It consists of the domain name, which includes letters (a-z), numbers (0-9),
and hyphens (-).
• The domain part can also include subdomains, separated by dots, such as
"mail.example.com."
• In the email address "[email protected]," "example.com" is the
domain part.
Here are a few examples to illustrate the structure:
❑[email protected]
❑[email protected]
❑[email protected]
 FIELDS USED IN EMAIL RECIPIENTS

• There three field used to specify email recipients,

❑To (Primary Recipient):
❑Carbon Copy (Cc):
❑Blind Carbon Copy (Bcc):
To (Primary Recipient):
• Purpose: The "To" field is used to designate the primary recipient or
recipients to whom the email is primarily addressed. These are the
main individuals intended to receive and respond to the content of
the email.
• Visibility: The email addresses entered in the "To" field are visible to
all recipients. Each person in the "To" field can see the names and
email addresses of others in the same field.
• Example: If you send an email to a colleague with important
information, their email address would go in the "To" field.
Carbon Copy (Cc):
• Purpose: The "Cc" field is used for additional recipients who should
receive a copy of the email for informational purposes but are not the
primary audience. "Cc" stands for "Carbon Copy," a term originating
from the carbon paper days when a copy was made for record-
keeping.
• Visibility: The email addresses in the "Cc" field are visible to all
recipients, similar to the "To" field. Everyone can see who has been
copied.
• Example: If you send an email to your team but want your manager
to be aware of it without being a primary recipient, you might include
their email address in the "Cc" field.
Blind Carbon Copy (Bcc):
• Purpose: The "Bcc" field is used to send a copy of the email to
additional recipients without revealing their email addresses to others.
The term "Blind Carbon Copy" indicates that recipients in the "Bcc"
field are hidden.
• Visibility: Recipients in the "To" and "Cc" fields cannot see the email
addresses in the "Bcc" field.
• Example: If you are sending a mass email to a group of people who
shouldn't see each other's email addresses, you might use the "Bcc"
field for their addresses.
These fields provide a way to manage and control who receives an
email and who is aware of the communication, allowing for efficient and
organized correspondence in both personal and professional settings
Fraudulent and unsolicited emails
Fraudulent and unsolicited emails
❑commonly known as phishing emails or spam, are types of
email-based cyber threats aimed at deceiving recipients or
exploiting them for malicious purposes.
Here are different types of fraudulent and unsolicited emails:
❑Phishing Emails
❑Spoofed Emails
❑Malicious Attachments
❑Spam Emails:
Fraudulent and unsolicited emails
• Phishing Emails:
• Definition: Phishing emails are designed to trick recipients into divulging
sensitive information, such as usernames, passwords, financial details, or other
personal information.
• Characteristics: Phishing emails often mimic legitimate entities, such as
banks, government agencies, or reputable companies. They may contain urgent
messages, fake links, and requests for sensitive information.
• Spoofed Emails:
• Definition: Spoofed emails involve the manipulation of email headers and
content to make the email appear as if it is coming from a trusted source
when, in reality, it is not.
• Characteristics: Attackers may forge the "From" address, making it appear
as if the email is from a legitimate organization. Spoofed emails are often used
in phishing attacks and email scams.
Fraudulent and unsolicited emails
Spam Emails:
• Definition: Spam emails are unsolicited and often irrelevant messages sent in
bulk to a large number of recipients for advertising, phishing, or spreading
malware.
• Characteristics: Spam emails may promote fake products, services, or
financial scams.They can also contain malicious links or attachments.
Malicious Attachments:
• Definition: Emails with malicious attachments aim to deliver malware or
ransomware to the recipient's device when the attachment is opened.
• Characteristics: Attackers may use social engineering tactics to encourage
recipients to open attachments, which could be disguised as invoices,
documents, or other seemingly harmless files.
CREATE EMAIL ADDRESS
• STEP 01:Follow this link: Create a Gmail account - Gmail Help
(google.com)Click “Create an account”
STEP 2 :FILL IN YOUR INFORMATION
STEP 2 :FILL IN YOUR INFORMATION
FILL IN YOUR INFORMATION
EMAIL CREATION
CREATE A TEXT E-MAIL SIGNATURE
• Here are the steps to create a text e-mail signature in Gmail:
1. Open Gmail.
2. At the top right, click Settings (gear icon) and then click See all
settings.
3. In the “Signature” section, add your signature text in the box.You
can put up to 10,000 characters in your signature.
4. If you want, you can format your message by adding an image or
changing the text style.Your image also counts toward the
character limit. If you get an error, try to resize the image.
5. At the bottom of the page, click Save Changes1.
 E-MAIL SIGNATURE
Click Settings Click Create New
Enter Signature Name

Add your signature text in the box

Then click SAVE at the bottom
 SENDING E-MAIL (GMAIL)
• Sending an email procedure
❑Open Gmail: Go to mail.google.com and sign in to your Gmail account.
❑Compose a new email: Click the "Compose" button in the top left corner of the
Gmail window.
❑Add recipients: In the "To" field, enter the email addresses of the recipients you want
to send the email to.You can also add recipients to the "Cc" or "Bcc" fields.
❑Add a subject: Enter a concise and descriptive subject line for your email in the
"Subject" field.
❑Compose the email message: Type your email message in the main body of the email
window. You can use formatting options to make your message more visually
appealing.
❑Attach files (optional): If you want to attach files to your email, click the paperclip
icon in the compose window and select the files you want to attach.
❑Send the email: Once you've finished composing your email, click the "Send" button.
The email will be sent to the recipients you specified.
 RECEIVING EMAILS(GMAIL)
• Receiving emails:
❑Check your inbox: New emails will appear in your inbox,
which is the main screen you see when you open Gmail.
❑Open an email: Click on an email to open it and read its
contents.
❑Reply to an email: To reply to an email, click the "Reply"
button in the email window. A new compose window will
open, and you can type your response.
❑Forward an email: To forward an email to someone else, click
the "Forward" button in the email window. A new compose
window will open, and you can add recipients and type a
custom message before sending the forwarded email.
THE END