MODULE - 2

E-mail Writing & Netiquette

Electronic mail (email or e-mail) is a method of exchanging messages ("mail") between people
using electronic devices.
Email was thus conceived as the electronic (digital) version of, or counterpart to, mail,
at a time when "mail" meant only physical mail (hence e- + mail).
Email later became a ubiquitous (very widely used) communication medium, to the
point that in current use, an email address is often treated as a basic and necessary
part of many processes in business, commerce, government, education, entertainment,
and other spheres of daily life in most countries
. Email is the medium, and each message sent therewith is called an email (
mass/count distinction).
 2. E-MAIL
• Electronic mail (email) is a digital mechanism
- for exchanging messages through Internet or intranet
communication platforms.
• They are relayed through email servers,
- provided by all Internet service providers (ISP).
• Emails are transmitted between two dedicated server folders: sender
and recipient.
• A sender saves, sends or forwards email messages
• A recipient reads or downloads emails by accessing an email server.
• Why professional email is important?
• The Importance of a Professional Email.
• The flexibility of email correspondence has
become essential in workplace
communication.
• Email communication allows employees to
communicate quickly and efficiently to
schedule meetings, send files and
information, discuss workflow processes and
much more.
Email messages - comprise of three components:

 Message envelope: Describes the email’s electronic format

 Message header: Includes sender/recipient information and
email subject line
 Message body: Includes text, image and file attachments
 Sender sends the message –
- the email text and attachments
- uploaded to the SMTP (Simple Mail Transfer Protocol) server .
• The salutation of a formal email is similar to the salutation of a letter
-When writing to someone not known by name,
- “To Whom it May Concern” is used
• When applying for a job,
-Address the person by, “Dear Hiring Manager.”
• If the recipient's name is not known ,
-Use “Dear Mr./Ms. Smith.
 PURPOSE
• An email is a digital message .
• Emails are flexible - can be used for giving instructions
-serving as documentation,
-providing confirmation,
- communicating rules and procedures,
- making recommendations,
- providing a status update
- making an inquiry.
 THE ADDRESS
• The general format of an email address is local-part
• @ domain, and a specific example is [email protected].
• An address consists of two parts.
- The part before the @ symbol (local-part)
identifies the name of a mailbox.
-This is often the username of the recipient, e.g.,
jsmith.
.
To find out what your email address is in iOS Mail:
• Open the Settings app.
• Go to the Passwords & Accounts category.
• In the Accounts section, tap the desired email account.
• View the email address for the chosen account at the top of
the screen.
 IMPORTANCE
• Email is fast and reliable.
• Free and easily accessible.
• Fosters long-lasting, long-distance communication.
- increases efficiency,
- productivity and business readiness.
• Using email in business: costs the same regardless of
distance and the number of people sent to.
• Email was designed to emulate traditional mail, and it is frequently used in this
manner.
• Since email is delivered almost instantaneously, it allows people to communicate far
faster than they could by mail, and, unlike phone calls, it allows recipients to respond
at their leisure.
• Email is also cheap to send, and companies with large customer bases can save a
considerable amount of money by sending email instead of regular letters.
• The advent of popular social media, however, has made email less popular among
younger people.
• Instead of sending short emails to each other, many are now sending short text
messages or using messaging clients provided by Facebook or other popular platforms.
• However, this does not mean that email is likely to be replaced any time soon.
• More people around the world use email than social media platforms, and businesses
are unlikely to turn to proprietary messaging platforms to replace it.
• In addition, companies can run their own email servers, allowing them to better
archive messages and automatically filter messages that arrive.
 FEATURES
The main features of email
(1)Attachment : Ability to attach the files along the mess.
(2)Address book : It allows a user to store the information.
(3) Clarity of message
(4) Concise
(5)Easily accessable
 NETIQUETTE
• THE Internet is filled with opportunities to
• explore,
• create
• and collaborate.
• But to make the most of these opportunities, it’s important to keep
the web safe and secure. This task is a shared responsibility among
every netizen. Learning Internet etiquette or "netiquette" is the first
step in helping promote a safe and friendly online environment.
• When you keep yourself safe and secure online, you minimize
• the power of cybercrime, which includes
• identity theft,
• information theft,
• and even cyber-bullying.
• What two words are used to make the word
netiquette?
• The word netiquette was derived by
combining “net” and “etiquette.”
• While social etiquette has evolved over time
and differs based on culture, digital
etiquette is fairly new.
• As more people spend time online and
technology advances, it’s important to be
aware of how we are interacting online.
 Here are five key things to remember when
navigating the World Wide Web:
1. Download with caution. One of the most wonderful things about the Internet is
the vast amount of content it offers; we can find just about anything online if we
look hard enough.
While some of the things we come across are so awesome that we want to be
able to access them while we’re offline, we have to be cautious when it comes to
downloading.

2. Only download from credible and trusted sources. Safeguard delicate

information. There are so many ways our over sharing can leave us vulnerable to
identity or information theft. Aside from creating strong passwords, keep
usernames, account numbers, and any sort of information that could be used to
verify your identity.
3. Don’t contribute to spreading false or hurtful information. We’ve all fallen
victim to believing -- or at least coming close to believing -- a viral hoax. Just as
gossip or juicy stories spread like wildfire offline, it can do so at an even greater
scale online. And it doesn’t have to be hurtful to be harmful, either.
• 4. Act courteously, even in anonymity. Remember, the Golden Rule or the
universal ethical code to "treat others as you would like to be treated"
also applies on the Internet. Be kind and courteous. The use of
tormenting, harassing or humiliating language is as real and as damaging
online as they are face-to-face. Appropriate language is not only
necessary in formal letters, but also in day-to-day chats on social media.

• 5. Flag or report inappropriate content. Online communities often rely on

users to generate content and flag ones that violate community
guidelines. In the case of YouTube, with more than 300 hours of videos
being uploaded every minute, flagging or reporting questionable content
is invaluable to preserving it as a safe and enjoyable resource, just as in
most online communities. If you come across content that you think
shouldn’t be there, report it.
• These are only the basics of proper netiquette.
• The Internet is always evolving, so it’s important
to maintain an up-to-date understanding of how to
stay safe and secure online.
 Rules to follow for good netiquette:

• Avoid posting offensive comments online.

• Respect other’s privacy.
• Never spam others
-by sending large unsolicited email.
• Show good sportsmanship
- playing online games, win or lose.
• Don't troll people - in web forums or website.
 BASICS OF NETIQUETTE

• Don't over communicate by email.

• Make good use of subject lines.
• Keep messages clear and brief.
• Be polite.
• Check tone.
• Proofread.
• Stick to the topic when posting in online forums-
- commenting on photos or videos,
- YouTube or Facebook comments.
• Don't swear or use offensive language.
• Avoid replying to negative comments
- Instead, break the cycle with a positive post.
• If someone asks a question
- you know the answer, offer to help.
-Thank others who help you online.