What is Email?

In this chapter (Email) we will learn :

1. Advantages & Disadvantages
2. Type of email
3. Components in Email itself

1. Definition

Email is short for 'electronic mail'. Similar to a letter, it is sent via the internet to a recipient. An email address is required to receive email, and that address is unique to the user. Some people use internet-based applications and some use programs on their computer to access and store emails.

2. Advantages & Disadvantages

• In a work place, communication is extremely important. Employees are now luckily able to make use of the many advantages of email. 

• It is very easy to communicate effectively with anybody within the office or anywhere in the world regardless of where they are situated. 

• Another advantage of having business email communication at work is that you can respond to clients quickly and easily. This means that you no longer need to spend hours on the phone, trying to get through and leaving messages with receptionists.

• Messages can be sent quickly, in an instant.

• The cost of sending an email is very low, unlike postage and other methods of communication.

• It is easy to use, simply type the name of the recipient, a subject line and your message and click the send button.

• Can copy others on correspondence. You can even blind copy someone (BCC) if you don't want the recipient of the email to know that you are sending it to another person. A large number of people can be copied and communicated with at once.

• Can send attachments, such as photograph, file and spreadsheet

• Can book appointments in other people's diaries. They can then accept or decline the appointment.

• Email saves time. No need to spend valuable time going to someone else's office. 

• Emails can be responded to in your own time, when it is convenient for you. It is not invasive like a visitor or phone call which requires immediate attention.

• It speeds up the workflow process, documents can be sent for comment, corrections can be made quickly.
• Emailing saves paper and printing costs.

Although there are a variety of advantages and disadvantages of email, the advantages outweigh the disadvantages by far.

1. Spam emails can be sent which can clutter your inbox.
2. Email hoaxes. 
3. Viruses can be sent by email.
4. Misunderstandings can occur if messages are not constructed properly.
5. Not everyone has internet connectivity.
6. Confidential information can be easily forwarded and disseminated and if done in error could easily end up in the wrong hands.