Electronic Mail (Email)

CLASS: SSS Two

Definition of Electronic Mail

i. Electronic mail, commonly called email or e-mail, is a method of exchanging digital messages from an author to one or more recipients.

ii. It can also be defined as a system for sending and receiving messages electronically over a computer network.

Email Services

The following are services provided by email:

• Sending/receiving emails: The primary function, allowing users to send and receive digital messages globally.
• Chatting: The exchange of messages online in real-time with one or more simultaneous users of a computer network, often integrated within email platforms.
• Task List: A feature designed to help you keep track of the things you need to do, often synced with your email and calendar.
• Share updates, photos, videos, and links: Email platforms facilitate the sharing of various types of digital content with ease.

Steps to Create an Email Account

Follow these simple steps to create an email account:

1. Click on a web browser: Open your preferred web browser (e.g., Chrome, Firefox, Edge).
2. Visit an email service provider web address: Navigate to the website of an email service provider, such as www.gmail.com, outlook.live.com, or mail.yahoo.com.
3. Click on the "Free Sign Up" or "Create Account" Button: Look for a button that allows you to create a new account.
4. Enter all mandatory fields: Provide the required information, which typically includes your First Name, Last Name, Gender, Date of Birth, desired username, and a strong password.
5. Agree to the terms and conditions: Click the "Accept" or "Agree" button after reviewing the service provider's terms and privacy policy.

Email Address

An email address is the unique identifier for an electronic postbox that can send and receive email messages on a network. It's like your digital street address for communication.

Components of an Email Address

An email address is typically composed of three main parts:

1. User Name: The username is the left-most part of an email address, appearing before the "@" symbol. It's your unique identifier within that domain (e.g., "john.doe" in john.doe@example.com).

2. The "@" symbol: This symbol (read as "at") acts as a separator, connecting the username to the domain name. There are no spaces before or after it.

3. Domain Name: The domain name is found to the right of the "@" symbol. It identifies the email service provider or organization that hosts the email account. A domain name consists of two main parts:

• a. Second Level Domain: The second-level domain is the specific name of the business, organization, or Internet service provider that owns that domain (e.g., "gmail" in gmail.com, "outlook" in outlook.com).
• b. Top Level Domain (TLD): The top-level domain is what appears right-most in an email address, after the second-level domain (e.g., ".com", ".net", ".org", ".gov").
  Some top-level domains are generic such as .com (commercial), .net (network), and .gov (government), and are referred to as gTLD (generic top-level domains). Others are country-specific, such as .ng (Nigeria), .uk (United Kingdom), or .jp (Japan), and are termed ccTLD (country-code top-level domains).

Example: Anatomy of an Email Address

Procedure for Sending an Email

Sending an email is a straightforward process:

1. Log in to your email account: Access your email service by entering your username and password.
2. Click "Compose" or "New Message": This button (often an icon like a plus sign or a pen) opens a new blank email window.
3. Enter Recipient's Email Address in the 'To' field: In the 'To' box, type in the email address of the primary recipient(s).
4. Use CC (Carbon Copy) or BCC (Blind Carbon Copy) if needed:
   • CC (Carbon Copy): Use this to include someone else in your email to 'keep them in the loop'. All recipients (To and CC) can see who else is CC'd.
   • BCC (Blind Carbon Copy): Use this if you want to send a copy to someone without other recipients knowing. Only the sender can see who is BCC'd.
5. Type in the subject of the email: The subject field allows you to give the recipient an idea of the topic of your email, acting like a heading. Keep it concise and descriptive.
6. Write your message in the main body: Type your message in the large text area provided.
7. Format your email text (optional): Email text can be formatted similarly to text in a word document, using bold, italics, bullet points, etc.
8. Attach files (optional): Look for a paperclip icon to attach documents, images, or other files.
9. Click the "Send" button: Once your email is ready, click the "Send" button at the bottom of the compose window.

Relationship between "TO", "CC", and "BCC" in Email

TO	CC (Carbon Copy)	BCC (Blind Carbon Copy)
Sent to primary recipient(s). These are the main intended recipients of the email.	Sent to secondary recipient(s). Used to inform others who are not the primary recipients but need to be aware of the communication.	Sent to tertiary recipient(s). Used to inform others secretly, as their email addresses are not visible to other recipients in the "To" or "CC" fields.
Email addresses are viewable by all recipients (To, CC, and BCC).	Email addresses are viewable by all recipients (To and CC).	Email addresses are viewable only by the sender and the BCC recipients themselves.
Typically used for direct communication where a response is expected from these recipients.	Used for sharing information or keeping others updated without necessarily expecting a direct response from them.	Ideal for sending emails to a large group of people while protecting their privacy, or for discreetly informing someone.

Steps Involved in Chatting (within Email Platforms)

Many email platforms integrate chat features. Here's a general guide:

1. Click on "Contacts" or "Chat" icon: Locate the section or icon dedicated to your contacts or chat.
2. Select the person you'd like to chat with: Browse your contact list and click on the name of the individual you wish to converse with. This will usually open a chat window.
3. Enter your message and press Enter: Type your message in the designated text field at the bottom of the chat window, then press the "Enter" key to send it.
4. Wait for your contact to respond: Engage in real-time conversation as your contact replies.

Differences between Email Address and Website Address

Email Address	Website Address (URL)
Used for sending and receiving digital messages to specific individuals or groups.	Used for locating and accessing webpages or resources on the internet.
It has a username and a domain name.	It primarily consists of a domain name.
It usually requires login credentials (username and password) to be accessed and managed.	It does not usually require authentication to be accessed by the public, unless it's a secured or private section of a website.
Designed to be accessed and used by one specific user or a very limited group (like a departmental email).	Can be accessed by all users on the internet (if publicly available).
They are generally sensitive.	They are generally not case sensitive.
It has the `@` (at) sign as a crucial separator.	It does not have the `@` (at) sign in its primary structure.

Advantages of Email

Email offers numerous benefits, making it an indispensable communication tool:

• Speed: It is very fast, allowing messages to be delivered almost instantaneously across the globe.
• Security: While not entirely foolproof, email providers employ various security measures to protect messages and user accounts.
• Attachment Sharing: Formatted files, documents, photos, videos, and other media can be easily shared as attachments.
• Cost-effective: It is significantly lower cost than conventional postal mail, especially for long-distance communication.
• Accessibility: Emails can be accessed from virtually any device with an internet connection, anywhere, anytime.
• Record Keeping: Emails provide a written record of communication, which can be useful for reference and accountability.
• Global Reach: You can communicate with anyone in the world who has an internet connection and an email address.