Chapter-3
Email (Electronic mail)
Q) What is Email advantages and disadvantages?
E-mail: The most common use of an internet is electronic mail (popularly known as
email) using email a user can send text, pictures, sound files, program files, animated movies to any other persons on the network anywhere in the world.In early days of internet email used by only scientists, researchers, people in high tech jobs and those in academia.
The Email is costless when compared to post mail. Cost for 100 pages messages is same as 1 page message to send in case of email. Delivery time of both is same.
Email clients are use programs that are used to manage, read and compose email.
Advantages of E-mail:
1.Easy to use: By using the e-mail we can send and receive messages very easily. It helps to manage our contacts, allows us to send mails quickly. An e-mail can be sent from any computer in the world with internet access.
2.Environment Friendly: Using the electronic mailing service also saves the fuel that is consumed in the process of transporting letters.
3.Speed: An e-mail can be delivered across the globe very speedily. E-mail service saves a lot of time.
4.Data Storage: The e-mail service providers offer their users with enough space for storage of data. This is a process of storing and arranging mails is made easier for users.
5.Provision of Attachments: The feature attachment allows users to send bulk of files in a single mail. Also, sending attachments with e-mails doesn’t raise cost as in postal service.
6.Reliable and Secure: Today, electronic mailing service is considered one of the most secure ways of communicating online.
7.Use of Graphics: Users can send colorful greeting cards and interesting pictures through e-mails.
8.Advertising Tool: Nowadays, many individuals and business organizations are using the e-mail service to advertise their products, services, etc. Thus, e-mail can also be used as a marketing tool.
10.Automated E-mails: It is possible to send automated e-mails with the help of specialized programs like auto responders.
Disadvantages:
1.Hacking: The act of breaking into computer security is termed as hacking. In this form of security break, e-mails are intercepted by hackers.
2.Viruses: Viruses infecting computer programs can include as well, data files, or the boot sector of the hard drive.
3.Crowded Inbox: The e-mail box get heavy mails after a certain period of time. It is difficult for users to manage bulk amount of data with mails.
4.Lenghty mails: If a mail is too long, the reader may lose interest for read the mail till the end of the task.
5.Internet access is required: We can send and receive messages trough e-mail, it is compulsory required internet access for the systems otherwise doesn’t serve any mails.
6.Checking the inbox regularly: we can e-mail account regularly otherwise we can miss out some of the important and urgent messages.
Q) What is an Email? What are the different components of Email?
Email stands for Electronic mail; it is one of the most widely used features of the Internet. It allows you to send and receive messages to and from anyone with an email address, anywhere in the world.
Email message most often contain simply text but also may contain attached files with documents, images or videos.
E-mail system comprises of the following five components:
Mailer or Mail user Agent(MUA)
Mail Transfer Agent(MTA)
Mail Server or Mail Host
Mailboxes
Domain name system(DNS) Mailer or Mail user Agent (MUA):
It is an application which is used to compose, send and receive emails.
Mail Transfer Agent (MTA):
It is responsible for receiving incoming mail and delivering outgoing mail.
Mail Server or Mail Host:
Mailboxes:
Mailbox is generally a folder that contains emails and information about them.
Domain name system (DNS):
The DNS is to determine which host will receive mail for the destination. This process also occurs when mail is sent from a remote host to the MTA.
Q) What are the Operations on Email?
Composing and Sending E-mail:
Before sending an email, we need to compose a message. When we are composing an email message, we specify the following things:
Sender’s address in To field Cc (if required)
Bcc (if required)
Subject of email message Text
Signature
You should specify the correct email address; otherwise it will send an error back to the sender.
Once you have specified all the above parameters, It’s time to send the email. The mailer program provides a Send button to send email, when you click Send, it is sent to the mail server and a message mail sent successfully is shown at the above.
Reading Email:
Every email program offers you an interface to access email messages. Like in Gmail, emails are stored under different tabs such as primary, social, and promotion. When you click one of tab, it displays a list of emails under that tab.
In order to read an email, you just have to click on that email. Once you click a particular email, it gets opened.
The opened email may have some file attached with it. The attachments are shown at the bottom of the opened email with an option called download attachment.
Replying Email:
After reading an email, you may have to reply that email. To reply an email, click Reply option shown at the bottom of the opened email.
Once you are done with entering message, click Send button. It’s that easy. Your email is sent.
Forwarding Email:
It is also possible to send a copy of the message that you have received along with your own comments if you want. This can be done using forward button available in mail client software.
The difference between replying and forwarding an email is that when you reply a message to a person who has send the mail but while forwarding you can send it to anyone.
When you receive a forwarded message, the message is marked with a > character in front of each line and Subject: field is prefixed with Fw.
Deleting Email:
If you don’t want to keep email into your inbox, you can delete it by simply selecting the message from the message list and clicking delete or pressing the appropriate command.
Some mail clients offers the deleted mails to be stored in a folder called deleted items or trash from where you can recover a deleted email.
Now a day, the mail client comes with enhanced features such as attachment, address book, and MIME support. Here in this chapter we will discuss all of these features which will give you a better understanding of added feature of a mail client program.
Q)Explain user ID and Password?
The important items you must know to access a computer system are your user id (or) login name and password.
User ID’s:
User id is used to login to your computer or internet account user id consists of user identification. User ids have some mnemonic meaning. i.e., Ramesh is a name of user. He want to login to internet he has enter user id.
For easy remembering he may use his own name as mnemonic of user id. In this case user can easily remember their user id compare to numeric ids like 07k1678.
Note that uppercase or lower case is normally not significant in e-mail names. i.e., SATISH and satish are treated the same. However, one is easier to read and may shows a bit move respect for the account owner. If your name is Teja do not pick a user name of Teja, since there are several million people with the name Teja. Such user id by itself would not uniquely identify you. The user ids may combination of alphabets and numeric’s also.
Password:
The password is a secret code that authenticates you to computer. This is used to check you are the right person to login to computer a not you are the only person who knows the password to your computer account and no one except you should be able to login to your computer account.
On most computers there is a format a rules or conditions to allow it as a password. When the password met the conditions then it allows as a security measure.
If your password taken by you from a dictionary it may be trapped by other person simply by checking all the words in the dictionary. All dictionaries available in online a good password should:
Be at least five characters long
Contain a non alphabetical symbol such as & , %,!, etc Contain a number
Posses upper case and lower case are insignificant in password.
If you think about your password is very short and weak to type by anyone then immediately change the password to secure your computer account.
Q) write a short note on E-Mail Address
Internet e-mail address have two main parts: one is User ID and second one is
Domain Name.
Example :: [email protected]
In the above example first part is the User ID i.e.; bvrice.bsc that refers to the recipient’s mailbox. Then there is after @ sign becomes next part is Gmail is the host name are also called Domain Name. this refers to the mail server, it is the name of the company or organization.
The end of the Domain Name consists of a dot(“.”) followed by three or more letters(such as “.com”) that indicate top-level Domain of the any organization or country.
The username and the domain name are separated by @ (at) symbol.
Spaces are not allowed in e-mail address.
Q)what is a Domain name?
A Domain is the name of the network or computer that is linked to the internet. You can identify the domain in an email address after an (at) @sign. For example:
[email protected] you can see that “whitehouse.gov” is the domain. The last word in a domain (also called top level domain) gives a clue to your affiliation. The three-letter Top-Level Domains have these meanings as shown in table.
Top level Domains Meaning
.com
.net
.gov
.edu
.org
.mil
.int
.biz
U.S.commercialbusiness,a company
Network provider, internet service provider
U.S governmental agency
U.S educational institution
Non-profit institution
U.S. military
International
Business
If there is a two-letter top-level domain, that is a country code. Here are some examples
us
uk
my
de
United states
United kingdom
Malaysia
Germany(Deutschland)
Q) Explain about the E-mail Message Components
E-mail message comprises of different components: E-mail Header, Greeting, Text, and Signature. These components are described in the following diagram:
E-mail Header
The first five lines of an E-mail message is called E-mail header. The header part comprises of following fields:
From
Date
From:[email protected] Mon Aug 22 11:00 EDT 2016-17 Date: Mon Aug 22 11:00 EDT 2016-17
To:[email protected] Subject: Blog
Hi Guys,
Can u write the blog how the email works
Pradeep
Brundavan Apartments Hyderabad
Email header
Greeting
Text
Signature
B
o
d
To
Subject
CC
BCC
The From field indicates the sender’s address i.e. who sent the e-mail. The Date field indicates the date when the e-mail was sent.
The To field indicates the recipient’s address i.e. to whom the e-mail is sent.
The Subject field indicates the purpose of e-mail. It should be precise and to the point.
CC stands for Carbon copy. It includes those recipient addresses whom we want to keep informed but not exactly the intended recipient.
BCC stands for Black Carbon Copy. It is used when we do not want one or more of the recipients to know that someone else was copied on the message.
E-mail Body: Greeting
Greeting is the opening of the actual message. Eg. Hi Sir or Hi Guys etc.
Text
It represents the actual content of the message.
Signature
This is the final part of an e-mail message. It includes Name of Sender, Address, and Contact Number.
Q)How to compose a message in an E-mail?
To create and send a new e-mail message then follow the following steps.
1. Click compose box(write message)
2. Write the recipient e-mail address in “To” box.
3. In the Cc(carbon copy) box type the e-mail address if, you want receive a copy of the e-mail.
4. In the Bcc(blind carbon copy) box type the e-mail address if, you want receive a copy of the e-mail.
7. If you want to add a signature to your e-mail then select the signature down menu.
8. If you wish to attach files to e-mail message, then use the attach button. It will gives files from your hard drive.
9. If you want to send e-mail message then click send button.
10. It we want to send your e-mail message later then click save as draft.
Q) Explain about the inner working of Email?
1) The sender composes a message using the email client on their computer
2) When the user sends the message, the email text and attachments are uploaded to the SMTP (simple mail transfer protocol) server as outgoing mail.
3) All outgoing messages wait in the outgoing mail queue while the SMTP Server
Communicates with the DNS (Domain name server-like a phone book for domain names and server IP address) to find out where the recipients’ email server, it will transfer the message and attachments.
Q) How to Creating an Email Account?
There are various email service provider available such as Gmail, hotmail, yahoo mail, rediff mail etc. Here we will learn how to create an account using Gmail.
Open gmail.com and click create an account.
This step allows you to add your picture. If you don’t want to upload now, you can do it later. Click Next Step.
Now a welcome window appears. Click Continue to Gmail.
Wow!! You are done with creating your email account with Gmail. It’s that easy. Isn’t it?
Key Points:
Gmail manages the mail into three categories namely Primary, Social
and Promotions.
Compose option is given at the right to compose an email message.
