EMAIL intoduction*Class Notes for BCom Professional Business Skills Paper Chapter-4

Class Notes for BCom Professional Business Skills Paper Chapter-4

1. P A R T 4 D r . Mustafa K .

2. E l e ct r o n i c M a i l ( E - m ail ) It is an elec t r onic m essa g e t h a t c an be se n t f r om one c ompu t e r t o another by using a n e t w ork such as i n t ern e t. It is the one of the mo s t w i dely used f e a tu r e s of the i n t ern e t. Th r ough emai l , use r s c an commu n i c at e quickly and easily with mi l lio n s of people a r ound the w orld a t a n y t ime. It is the cheape s t & f a s t e s t commu n i c a tion medi u m Docume n ts, p ictu r es , aud i o , video e t c. , c an be a tt ached t o ema i l

3. E - m a i l Messa g e s a r e se n t f r om an E - mai l ad d r ess(ID) t o an o ther ID An e- mai l id is a series of cha r ac t e r s mad e up of Username @ s ymbol Name of use r ’ s ISP Domai n name E x ample : x y z compa n y@ y aho o .c o .in

4. P opu la r e m ai l se r v i c e p r o vi de r s Gmai l – b y Goo gle Outloo k – b y Mic r osoft iCloud mai l – b y Apple Y ahoo mai l – 1 TB f r e e st o r a g e P r o t on Mai l – open s ou r c e and secu r e mai l wit h end t o en d enc r y p tion A O L Mai l – Olde s t w ebmai l se r vi c e p r o vide r w i th unlimi t e d st o r a g e. R edif f mai l – one of the olde s t se r vi c e p r o vide r .

5. E m ai l G l o s s a ry ( S o m e C o mm o n e m ai l t e r m s ) • Inb o x : It is the f older o r r epos i t ory whe r e in c oming m e ss a g e s t o the mail ID a r e st o r ed. • Compos e – It is the op t ion t o c r e a t e n e w messa g e s t o s a v e or send. • Sp a m ( jun k m ail ) : Unso l ici t e d and u n w a n t e d messa g e s such a s mar k e ting messa g es , ad v erti s eme n ts e t c.

6. E m ai l G l o s s a ry ( S o m e C o mm o n e m ai l t e r m s ) Phishin g emai l : Phishin g is a cybe r crim e used t o g a ther pe r sonal i n f orm a tion such as u ser name, pas s w o r d, debit c a r d d e t ails e t c. , th r ough emai l , sm s , t elephon e c all e t c. Pri v a t e d a t a c a p tu r e d th r ough an e m ail designed t o lo ok li k e a t r u s t e d thi r d pa r ty is c alled Phishin g email. C c (Carbon Co p y) – It is the line t o wri t e the li s t of c o - r ecipie n ts in c ase of m ultiple r ecei v e r s. R ecipie n ts c an see the li s t of all r ecipie n ts. Bcc (Blind c arbon co p y): It is also the line t o wri t e the li s t of c o- r ecipie n ts but, r ecipie n ts c an n ot see the li s t of other r ecipie n ts.

7. F e a t u r e s o f e m a i l It is an elect r onic messa g e se n t f r om one e lect r onic d e vice t o anoth e r E - mai l has the abi l ity t o a tt ach f i les – docum e n ts, audi o , vide o , c omp r esse d f olde r s, pictu r e s e t c. The r e is a tt achm e n t l imit – Dif f e r e n t f or dif f e r e n t se r vice p r o vide r s (25 m b – Gmail , Y aho o , R edif f mai l , A O L , Outlook ) (50 m b – F a s tmai l , Rac k spac e ) Au t om a tic r eply t o m essa g e s is possible W ebmai l and mobil e emai l apps c an be used t o r ec e i v e and s e nd messa g es.

8. F e a t u r e s o f e m a i l - c o n ti n u i n g Mult i- f o r w a r d f aci l ity : It al l o w s us a f aci l ity t o send c opies of a messa g e t o ma n y p e ople Ad d r esse s c an be s t o r e d in an add r es s book and r e tri e v ed in s t a n tly No t ifi c a tion if a messa g e c annot b e deli v e r ed Emai l s a r e au t om a ti c al l y d at e d and ti m e s t am p ed F aci l ity t o ma r k im por t a n t messa g e s as s t ar r ed. F acil i ty t o g e t notifi c a tion or r eminde r on impo r t a n t mai l s ( sno o z ) Sign a tu r e s c an be att ached in ema i l

9. F e a t u r e s o f e m a i l - c o n ti nu i n g Th e recip i e n t can open the mailb o x and r ea d the messa g e a t his c o n v enience It p r o vide f r e e mai l b o x s t o r a g e : Dif f e r e n t f or dif f e r e n t se r vic e p r o vide r s. (Gm a il & Outl o ok – 15 G B , Y ah o o -1 TB) E - mai l uses multipl e p r o t oc o ls – S M T P (Sim p le M ail T r an s f e r P r o t ocol) is u sed t o send messa g es. PO P ( P o s t Offic e P r o t ocol) o r IMAP ( i n t en e t Messa g e Ac c ess P r o t ocols) a r e u sed t o r e trie v e m essa g e s f r om a mai l se r v e r .

10. U ses / A d v a nt a g e s o f e m a i l i n B u s i ne s s Hel p fu l f or i n t erna l and e x t erna l commu n i c a tion : emai l c an be used t o commu n i c a t e wit h people inside and outs i de the b u siness. Ch e ap a n d f a s t commu n i c a tion mediu m : emai l is v e ry f a s t and one of the ch e ape s t w a y s of c ommuni c a tion in b u siness E a s y r e trie v a l : emai l messa g e s c an be r e trie v e d a t a n y time in the f utu r e u nless it is delibe r a t el y del e t ed. Mar k e ting t ool (N ew s L e tt e r s) : emai l c an be used as n ew s l e tt e r s t o c ommu n i c a t e i n f orm a tion ab o ut the p r oduct and se r vice s of the compa n y .

11. U ses / A d v a nt a g e s o f e m a i l i n B u s i ne s s Appoi n tme n t wit h r eminde r s : Appoi n tme n ts wit h r eminde r s c an be se n t. H e l p s t o sche d ule me e ting s : I nt eg r a t e d Cale n dar t ools such as Goo g le Calend ar hel p s t o s c he d ule me e ting s , p r epa r e mailing li s t and t o send i n vi t a ti o ns t o parti c ip a n ts. Us e f u l t o sha r e file s : emai l is us e f u l t o sha r e file s such as bills, i n v oi c es , ad v erti s i n g m at eria l s et c. , as att achme n ts. Au t om a t e d emai l messa g e s : emai l c an b e u sed t o send au t om a t e d messa g e s such as ack n owle d gme n t of the r ecei p t of mail , notifi ca tion of sales, ship p ing sc h e d ule, mar k e ting email s et c.

12. D i s a d v a nt a g e s o f e m ai l i n B u s i ne s s Spam : Unsolici t e d emai l can o v e r whel m the email s ys t e m unless y ou in s t all a fi r e w all and a n t i - spam soft w a r e. I n t ern e t and emai l security issue s : The r e is possibility of s e cu r ity th r e a ts su c h as vi r use s , mal w a r es, s p y w a r es , phis hing a tt ac ks e t c. Se n t mail s c annot be del e t ed : Sending emai l t o the w r ong pe r son b y mi s t a k e leads t o the leak i ng of co n fide n tial d a t a and sen s iti v e busine s s i n f orm a tion.

13. D i s ad v a n t a g e s o f e m a i l in Bus i ne s s Limi t e d s i z e of a tt achme n t s : A tt achme n t si z e is limi t e d b y the se r vi c e p r o vid e r s. F or mo s t of the se r vi c e p r o vid e r s it is 25 m b on l y . Limi t e d f r e e s t o r a g e : S t o r a g e space is eithe r limi t e d or conditional. No regula r che c kin g : Mo s t of the individuals do not ch e c k emai l r egular l y . S o , the r e is a need t o s end notific a tion of mai l b y sms or th r ough social media. Not s ui t able f or all communic a tion s : Not sui t able f or i n t erna l communi c a tions, i n f ormal communic a tion e t c.

14. THANK YOU D r . MUSTAFA K [email protected] [email protected]