Emails

EMAILS

E-mail (Electronic mail) is a service where messages are transmitted and received by digital computers through a network. An e-mail system allows computer users on a network to send text, graphics, sounds, and animated images to other users.

Email is used for many different purposes, including contacting friends, communicating with professors and supervisors, requesting information, and applying for jobs, internships, and scholarships. Depending on your purposes, the messages you send will differ in their formality, intended audience, and desired outcomes.

Explined in Detail: What is Email?

It is one of the means of exchanging digital messages via internet using electronic devices such as smartphone, laptop, tablet, desktop, etc. It operates across Internet, and most devices that come with computing power come with email systems, come with a text editor to compose messages. These messages can be edited in most editors. Basic formatting is also provided by some systems.

By specifying recipient, address messages can be directed to recipient. It needs both sender and receiver to have an email address to send and receive emails and email address is unique to every user.

A method of exchanging messages instantly from one system to another with the help of the internet is called an Email. Initially, Email usage was limited to users of the same computer, and it asked for the users to be online to receive the messages. Time changed, and now we know how the mailbox looks. The mail can be sent to more than one recipient, and the recipient’s name can be hidden from others by adding their names in Bcc.

The process starts with an email client’s help by connecting it through a server called Simple Mail Transfer Protocol through the internet. A dedicated port is assigned to the server to help the client transfer the messages through the mail. It is necessary to keep the header information intact so that the recipient’s email address should be correct. SMTP converts the information to transfer the mail content across the ports. The @ sign acts as a divider between the name and mail server, and hence SMTP looks for the mail server after @ sign.

There are different clients for emails such as Outlook, Gmail, thunderbird etc. and mails can be sent and received from different clients. When the domains are different, SMTP looks for the domains in Domain Name System, and with the help of an IP address, a signal is sent to the recipient’s server saying about the email. Now the gateways are opened, and the mail is sent to the new server, and the communication happens.

Typology of Email Addresses

An Email address is a combination of two parts that are separated by the @ symbol. The part before @ is the username or local-part and the part after @ is the domain name or domain part.

Email Addresses are NOT case sensitive (Uppercase/Lowercase)

Both username and domain name may contain both upper-case and lower-case letters numbers, dots or periods, and underscores. Case sensitivity typically means treating lower-case and upper-case letters as distinct letters.

Domain names are case NOT case sensitive means you can use Domain.com or domain.com or DoMain.com. All mails go to intended user address. As local part of email address is case sensitive, pragati is different from PraGaTi.

Therefore theoretically pragati@domain.com is different from PraGaTi@domain.com. But, If email providers treat email addresses as case sensitive, it can create a lot of mess and interoperability problems. Hence the majority of the latest email providers either auto-correct case or ignore case. Therefore except for few outdated email servers, email addresses are case insensitive.

For Example, As Gmail addresses ignore the case in local part they are not case sensitive. For example, Gmail server will treat the following Gmail addresses as same and will be delivered to the same intended user:

pragati@gmail.com

PRAGATI@GMAIL.com

PRAGATI@gmail.com

PraGaTi@Gmail.com

pRAGaTi@GmAil.com

praGati@GMAIL.com

Types of Email (Other than Personal Emails)

Here are the five most common types of emails:

Newsletter emails- Newsletters are very popular and are usually sent out on a consistent schedule. They often contain the company’s blog content, upcoming events, and any updates about your company that would be of interest to your subscriber.

Lead nurturing emails- These emails involve guiding your leads through a sales funnel and converting them into customers. The general idea of lead nurturing is that your subscribers are not yet ready to buy from you. The customer/company trust first needs to be built. This is achievable through the helpful content you’ll be sending out in these emails.

Promotional emails- Promotional emails are quite common in email marketing, which is why it’s important to add more value to them instead of sending the old “15% off” type of email. One way to achieve this is by highlighting the product or service on offer and then adding some valuable content about what you’re selling.

Milestone emails- There are several stages that a customer goes through while interacting with any brand. As they go through the customer cycle (new subscriber to a customer), it’s important to highlight milestones such as anniversaries and birthdays. Your milestone emails are there to celebrate these moments.

Survey emails- You’ll only get better at what you’re doing if you ask for feedback. The survey email allows you insight into what you’re getting right and what you can improve on. It can also help you understand your customers better and what they’re interested in receiving from your brand.

Gmail

Gmail is the most popular and widely used email service offered by Google. It is just one of many web-based Email services used to exchange digital messages over Internet. The ability to store many gigabytes of data as email data storage is most unique feature of Gmail. Gmail makes profits by advertising to targeted users. Although targeted ads raised some privacy issues, Larry Page insisted that user information will be safeguarded, and annoying ads will not be displayed.

Difference Between Email and Gmail

Email refers to Electronic mail. Gmail refers to Google Mail. It is process of sending and receiving electronic messages that may contain text, graphics, images or videos. It is a platform through which Email can be sent or received.

Basics of Writing an E-mail

The To field is where the e-mail address of the person receiving the e-mail is placed.

The From field should contain your e-mail address.

If you are replying to a message, the To: and From: fields are automatically filled out. If it’s a new message, you need to specify the recipients in the To: field by selecting them from your contact list or by typing the e-mail addresses. If you enter more than one recipient (e.g., group e-mail), the addresses should be separated by a comma and a space or by pressing the Tab.

The Subject should consist of a few words describing the e-mail’s contents. The subject lets the recipient see what the e-mail is about, without opening and reading the full e-mail. This field is optional.

The CC (“Carbon Copy”) field allows you to specify recipients who are not direct addressees (listed in the “To” field). For instance, you can address an e-mail to Jeff and CC Linda and Steven. Although the e-mail is addressed to Jeff, Linda and Steven also receive a copy and everyone can see who received the e-mail. This field is optional.

The BCC (“blind carbon copy”) field is similar to CC, except the recipients are secret. Each BCC recipient receives the e-mail, but does not see who else received a copy. The addressees (anyone listed in the “To” field) remain visible to all recipients. This field is optional.

Finally, the Message Body is the location you type your main message. It often contains your signature at the bottom; similar to a handwritten letter.

Advantages of e-mail

Free delivery

Global delivery

Instant delivery

Long-term storage

File attachment

Environmentally friendly

Popular e-mail Clients

Microsoft Outlook

Gmail

Thunderbird

DreamMail

Mail for Windows 10

Mailbird

Hotmail

Yahoo mail

Rediffmail

eM Client

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