Scribd
Upload
22 views

Email

Uploaded by

bonifacemathias093
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
22 views

Email

Uploaded by

bonifacemathias093
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 19

E-MAIL

EMAIL
• “Email” stands for electronic mail. It is a
method to sends messages from one computer
to another computer through the internet.
• It is the message distributed by electronic
means among computer users in a network.
• An email will be sent from one user and can be
distributed to many.
• It is mostly used in business, education,
technical communication, document
interactions. It allows communicating with
people all over the world without bothering
them.
The popular email services are listed below and are available at free of cost.

1) Outlook.com
2) Gmail
3) Yahoo Mail
4) Inbox.com
5) Mail.com
Structure of an email

There is a standard
structure for emails.
Email contents are
primarily classified as two, the
header and the body.
The Header

The email header gives us common details about the


message such as the unique identity of the message.

1) Subject
2) Sender (From :)
3) Date and time received (On)
4) Recipient (To :)
5) Recipient email address
6) Attachments
Subject

The subject part is the topic of the


message.
 In most email systems, if the content view
of the folders is set to view each messages
separately, the subject part also will be
visible with the user’s name.
Sender (From:)

This field describes the ‘from’ address of the


email. This will specify the sender’s email address.

Date and time received (On)


This is the date and time the message
received.
Attachments:
Some emails could be attached with files
such as text, image, audio, video etc. These
files are specified here.
Recipient (To :)
This is the first/last name of the email
recipient as configured by the sender.
Body

 The actual content is stored in this part.


This will be in the format of text. This
field could also include signatures or
text generated automatically by the
sender’s email system. As we mentioned
earlier, the contents of the emails can
be varied according to the different
email systems used by each user.
Advantages of Email Services

These are the following advantages of


email services:
Easy and Fast:
Composing an email is very simple and one of
the fast ways to communicate. We can send
an email within a minute just by clicking the
mouse. It contains a minimum lag time and
can be exchanged quickly.
Secure:

Email services are a secure and reliable method to receive and


send information. The feature of spam provides more security
because a user can easily eliminate malicious content.
Mass Sending:
We can easily send a message to many people at a time
through email. Suppose, a company wants to send holiday
information to all employees than using email, it can be done
easily
Multimedia Email:
Email offers to send multimedia, documents, images, audio
files, videos, and various types of files. We can easily attach the
types of files in the original format or compressed format.
Disadvantages of Email Services

Malicious Use:
Anyone can send an email just by
knowing their email address. An anonymous
user or unauthorized person can send an email
if they have an email address. The attachment
feature of the email be the major
disadvantage of it, hackers can send viruses
through email because sometimes the spam
feature unable to classify suspicious emails.
Time Consuming:

Responding through an email takes more time


rather than other message services like WhatsApp,
Telegram, etc. Email is good for professional
discussion but not good for casual chatting.
E-MAIL STYLE
There are three styles of email in English: formal; neutral; and casual.

FORMAL NEUTRAL CASUAL

Not common. Common at work. Common between friends.

Polite, careful language. Clear and direct language. Casual language like speech.
Fixed expressions. Short sentences. Uses slang.
Formal words

Complaints, requests, proposals etc. Messages between colleagues and Messages between friends & family.
Messages to strangers. clients. For very close colleagues.

Correct grammar & spelling very Some informal grammar is OK. Some spelling & grammar mistakes
important. Can use contractions like "don't" or are OK.
Mistakes can be a big problem. "I'm".
Spelling & grammar should still be
correct.
E-MAIL ETIQUETTE

1. Use a direct subject line


 In many cases, people decide to open an email based purely on
the subject line.
 Strong subject lines are brief, descriptive, and whenever
possible, action-oriented. For example, “Board Meeting moved to
Tuesday, 11/21” is a stronger subject line than “meeting date
changed.”
2. Use a professional email address
 . One of the best ways to ensure that doesn’t happen is to avoid
using a non-branded or nondescript address.
 If you are representing a company, you should always
use the email address your company has provided for you.
3. The “reply-all” button should be used sparingly

 Nobody likes to open or read emails that have nothing to do


with them, their department, or their individual
responsibilities.
 Ignoring unrelated emails can be hard, and the
repetitive alerts can be irritating if we’re trying to focus on
other tasks.
4. Use professional greetings
 It’s important to learn how to use professional greetings
when it comes to email etiquette.
 Be careful when using casual greetings such as “Hey
there” or “Hi everyone.” While casual, friendly greetings are
appropriate in many types of emails, make sure you know
what sort of audience you’re addressing.
5.Be wary of excessive exclamation points

 If you are in the habit of using exclamation points, be careful


to limit them when expressing your enthusiasm or excitement.
6.Be careful when using humor
Without the corresponding facial expressions or tone of
voice, any humor used over email can easily get lost in
translation. In fact, it is better to rather leave all forms of humor
off professional email exchanges unless you know the receiver
very well.
7. Reply to all your emails
8.Add the email address after you’ve composed the
message
9. Double-check the recipient addresses
10.Keep your fonts simple and classic

Every font has its own place and time, but


when it comes to business communication it is
better to keep your fonts and their relevant sizes
and colors simple and classic.
11.Consider your tone
If you want positive results,
remember your basic manners: say “please” and
“thank you,” and try not to use words that are
overly-negative or dramatic.
EXAMPLE OF EMAIL
 FROM
 TO
 Subject Line: Marketing Meeting Canceled
 Hi team,
 The marketing strategy meeting scheduled for this afternoon has
been canceled.
 I apologize for the late notice, but I know everyone will welcome
the extra time back in their day. We will reconvene at our
regularly scheduled time next Wednesday.
 Thanks,
 Gretchen Van Buren
Senior Marketing Manager

You might also like