E-Mail (Electronic Mail)

Electronic Mail (E – Mail)

E-Mail (Electronic Mail)-: Electronic Mail can be defined as a system for sending and receiving messages Electronically over a network. 

Today’s E-mail systems are based on a store and forward model. E-mail servers accept, forward, deliver and store messages. 

E-mail may be defined as a systems of World Wide Electronic communication in which a computer user can compose a message at one terminal that can be regenerated at the recipient’s terminal when the recipient login. 

E-mail allow users to communicate with each other in less time and at nominal cost as compared to traditional phone or mail services. There are many software platforms available for sending and receiving E-mail. 


The objective of this chapter to know about basics of E-mail, What is an Electronic mail, Email Addressing, Configuring Email Client, Using Email, Opening Email Client, Mailbox: Inbox and Outbox, Creating and Sending a new Email, Replying to an Email message, Forwarding an Email message, Sorting and Searching emails, advance email. Sending Softcopy as attachment, Handling SPAM, instant messaging and collaboration, using smiley, internet etiquettes.

Advantages of E mail 
  • The delivery of messages is very fast. 
  • The cost of E-mailing is almost free as it involves negligible amount of telephone and Internet Service Provider (ISP) charges. 
  • Pictures, documents and other files can also be attached to messages. 
  • Multiple copies of the same messages cn be sent to a group of people at the same time and can be sent as easily to a single person. 
Disadvantages of E-mail
  • Viruses attached with an E-mail could seriously affect your computer. 
  • E-mail cannot really be used for official business documents. They may be lost and you cannot find them. 
  • E-mail may be intercepted by hackers. An E-mail, before it is delivered to the recipients, servers “bounces” Between servers located in different parts of the world. 
  • If an E-mail is too long or not drafted properly by the sender, the reader may lose interest to read the mail till the end. 
E-mail Addressing 

An E-mail address is composed of two separate parts:

  • Your personal identify or account name (user name) on that mail server. 
  • The domain name of the mail server computer on which you have an Email account. 

An E-mail address is generally of the form: username@domain name 

Some example of E-mail address are:


In the E-mail address, symbol ‘@’ is used as an separater. It separates your account name and the name of the mail server name. 

Top level domains which are generally used are:

.comCommercial Sites
.eduEducational Institutions
.milMilitary Sites
.govGovernment Sites
.orgNon Profit Organization
.netGateways and administratives hosts
Structure Of an E-mail

In a world electronic mail has become an integral part of daily life, it is useful to gain understanding of various parts of an e-mail address. Let’s dig a bit deeper into the components and structure of an email id. Electronic mail provides us a way of sending messages at lightening fast speed. 

There is a standard structure of an E-mail whose parts are describe below:


The E-mail header gives us information about the message such as unique identity of the message. The Email header consists of the following parts:-

  • Subject:- It is a description of the topic of the messages and displays in most email systems that list email message individually. 
  • Sender:- This fields specifies the senders email address. Usually, it will be the reply tp address. 
  • Date and Time Received:- This is the date and time message received. 

Reply to:- This field describes the email address that will become the recipients of the reply to the particular E-mail. 

  • Recipients:- This is the first/last name of E-mail address of the recipients is specified here. 
  • Attachments:- Some E-mail could be attached with files such as text, image, audio, video etc. These files are specified here. 

The actual content is stored in this part. This is will be in the format of text. This field could also include signatures or text generated automatically by the sender E-mail systems. 

The content of the E-mail can be varied according to the different E-mail systems used by each other. 

Application of an E-mail

E-mail is a systems of World Wide electronic communication where a computer user can compose a message at one terminal and that message can be read at recipients terminal. 

E-mail or electronic mail can be sent over the Internet to anybody who has an E-mail address. 

Opening an E-mail Account 

There are various web-portal websites which allow you to create free E-mail account. Some examples are:- 

  • etc. 
Viewing an E-mail 

After the creation of an Email account, the user can Sign in, means that user can open his/her Email account and views his/her mails. Enter your E-mail ID in E-mail text box and password in the password text box of that E-mail ID. Click on sign in button. 

If your E-mail ID and password are correct then the Email account of the user will open E-mail Account Window. 

Usually, the content of Inbox folder will display first which means that the list of received mail. These information of the received mails. To read a message and click there when the mouse pointer will convert into hand sign. 

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About the author

Pooja Rastogi

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