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LECTURE 03 Email

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82 views25 pages

LECTURE 03 Email

Uploaded by

josiamazula
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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INTERNET BASICS

LECTURE 03
Electronic Mail

• Email is a service which allows us to send the message in electronic


mode over the internet.

• It offers an efficient, inexpensive and real time mean of distributing


information among people.

• Most businesses still use email as the primary communication


platform.
Electronic mail can be used to:
• Send a single message to many recipients (i.e., a mailing list)
• Send a message that includes text, audio, video, or graphics
• Have a computer program generate and send a message
• Have a computer program respond to an incoming message
Mailboxes And Email Addresses
• To receive email, a user must have a mailbox and an email address.
A user’s mailbox consists of a storage area that holds email
messages sent to the user until the user accesses them.
• The mailbox is located on a computer that runs software which
accepts incoming messages and places them in the appropriate
mailbox.
• E-mail is generally of the form username@domainname.
• The username and the domain name are separated by @ (at)
symbol.
• E-mail addresses are not case sensitive.
• Spaces are not allowed in e-mail address.
Sending An Email Message Directly
• When a user composes an email message, the user specifies one or
more recipients. Once the user clicks Send, email software on the
user’s computer sends a copy to each recipient.
• To accommodate personal computers, a new set of companies
emerged known as email providers. Instead of placing a user’s
mailbox on a user’s personal computer, the mailbox is placed on a
computer run by the email provider.
• A provider’s computer always remains running, and can accept email
for the user at any time.
• Later, when the user wants to access their email, they run an app
that contacts the provider’s computer and accesses their mailbox.
• mailbox@provider
• An example will help explain how an email transfer occurs when a
provider is used. Assume Bob is a customer of Provider 1, and has
the email address bob76@provider1.com.
• Also assume Alice is a customer of Provider 2, and has the email
address aliceb@provider2.com.
• Suppose Bob sends an email message to Alice.
The three steps shown in the figure are:
• 1. Bob creates a message. To send the message, Bob contacts his
provider, either by using an email app or a web browser. Bob types
a message, and specifies aliceb@provider2.com as the recipient.
• 2. The message is transferred. When Bob clicks Send, the email
software running on provider1.com contacts the email server on
provider2.com, specifies aliceb as the recipient, and transfers the
message.

• 3. Alice reads the message. Later, Alice launches an email app or


uses her browser to contact her provider. Alice finds the message
from Bob in her mailbox, and reads it.
• Mailing Lists
• Most email servers allow the owner to create and use a mailing list
(email list).
• Each mailing list has a name, and contains one or more email
addresses. Many organizations define mailing lists that correspond
to subgroups of the organization.
• For example, a tech company might set up a mailing list named sales
that includes the email addresses of all employees who work in
sales.
E-mail Message Components
• E-mail Header, Greeting, Text, and Signature.
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
• The From field indicates the sender’s address i.e. who sent the e-mail.
Date
• The Date field indicates the date when the e-mail was sent.
• To->The To field indicates the recipient’s address i.e. to whom the e-
mail is sent.
• Subject->The Subject field indicates the purpose of e-mail. It should be
precise and to the point.
• CC->CC stands for Carbon copy. It includes those recipient addresses
whom we want to keep informed but not exactly the intended
recipient.
• BCC->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.
• 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.
• There are several email service providers available in the market with
their enabled features such as sending, receiving, drafting, storing an
email and much more.
The following table shows the popular email service providers:

S.N. Service and Description


1. Gmail
Gmail is an email service that allows users to collect all the messages. It also offers approx
7 GB of free storage.

2. Hotmail
Hotmail offers free email and practically unlimited storage accessible on web.
3. Yahoo Mail
Yahoo Mail offers unlimited storage, SMS texting, social networking and instant messaging
to boot.
Advantages
E-mail has proved to be powerful and reliable medium of
communication. Here are the benefits of E-mail:
o Reliable
Many of the mail systems notify the sender if e-mail message was
undeliverable.
o Convenience
There is no requirement of stationary and stamps. One does not have to
go to post office.
o Speed
E-mail is very fast. However, the speed also depends upon the
underlying network.
o Inexpensive
The cost of sending e-mail is very low.
o Printable
It is easy to obtain a hardcopy of an e-mail. Also an electronic copy of
an e-mail can also be saved for records.
o Global
E-mail can be sent and received by a person sitting across the globe.

o Generality
It is also possible to send graphics, programs and sounds with an e-mail.
Disadvantages
Apart from several benefits of E-mail, there also exists some
disadvantages as discussed below:
o Forgery
E-mail doesn’t prevent from forgery, that is, someone impersonating
the sender, since sender is usually not authenticated in any way.
o Overload
Convenience of E-mail may result in a flood of mail.
o Misdirection
It is possible that you may send e-mail to an unintended recipient.
o Junk
Junk emails are undesirable and inappropriate emails. Junk emails are
sometimes referred to as spam.
o No Response
It may be frustrating when the recipient does not read the e-mail and
respond on a regular basis.
Creating Email Account
• There are various email service provider available such as Gmail,
hotmail, ymail, rediff mail etc. Here we will learn how to create an
account using Gmail.

 Open gmail.com and click create an account.

 Now a form will appear. Fill your details here and click Next Step.
• 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.
• Now you will see your Gmail account as shown in the following image:
E-mail Hacking
Email hacking can be done in any of the following ways:
• Spam
• Virus
• Phishing
Spam
E-mail spamming is an act of sending Unsolicited Bulk E-mails (UBI)
which one has not asked for.
Email spams are the junk mails sent by commercial companies as an
advertisement of their products and services.
Virus
Some emails may incorporate with files containing malicious script which
when run on your computer may lead to destroy your important data.
Phishing
Email phishing is an activity of sending emails to a user claiming to be a
legitimate enterprise. Its main purpose is to steal sensitive information
such as usernames, passwords, and credit card details.
Blocking Spams
Following ways will help you to reduce spams:
• While posting letters to newsgroups or mailing list, use a separate e-
mail address than the one you used for your personal e-mails.
• Don’t give your email address on the websites as it can easily be
spammed.
• Avoid replying to emails which you have received from unknown
persons.
• Never buy anything in response to a spam that advertises a product.

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