e-mail is the transmission of messages and files via acomputer network .
e-mail quickly has become one of the more widely used forms of digital
communications. Although e-mail is primarily a text – based form of
digital communications. It also can be used to share photos , videos, and other types of files by attaching files to e-mail message.
With
a computer connected to the internet, you can use e-mail to keep on
contact with friends, family, stores, companies, school, and government
agencies. Many people maintain several different e-mail addresses for
use in different situations figure list s some advantages,
disadvantages, and good practices of personal e-mail programs are
application programs that run on your computer , ehile others are web
–based programs.
Figure
Personal Email use
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Advantages
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one of the more preferred methods of online communications.
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Available on nearly any computer or personal mobile device with internet access.
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Send files, called attachments , via e-mail messages to others.
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Fast, reliable, and proven technology
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Allows messages to be sent anywhere inexpensively or free of charge.
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Allows communications with more than one person at a time
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provides
an eletronic forum for communications in which the originator has
time to consider a thought before it is sent or spoken , unlike
face-to-face-meetings or telephone conversations.
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Disadvantages
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Number of messages can become overwhelming and unmanageable.
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Spam can overwhelm your e-mail inbox.
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Message tone can be misunderstood.
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Many computer viruses and other malicious programs are transmitted via e-mail messages.
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Good practices
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Check with the recipient before sending attachments,especially large attachments
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Respond to messages promptly.
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keep messages as short as possible.
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Use a reputable internet access provider with a spam filter,and use an email program that includes a spam filter.
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Never respond to unsolicited advertisements or spam.
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iNformal
language and shortcuts are acceptable when communicating with friends
and family(e.g.,suitable to use hru? As a shortcut for how are you?)
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Always include a subject line.
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Always reread your message and edit it before sending it .
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When replying to questions or comments included with a previous message, include the original message.
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Figure personal e-mail remains one of the more popular reasons to use the internet.
nearly all businesses use e-mail for internal communications among employees andextrnal communications with customers and business partners. E – mail graduallyhasreplaced
typed and copied memos, letters , and faxes while increasing the
reliability, cost effectiveness, and speed of the communications figure
1 indicates some advantages , disadvantages , and good practices of
e-mail use in business . Many of the notes listed in figure 1 also also
apply toe-mail communications in
business . figure shows an example of the inbox of a business e-mail
program user and example of an appropriate business e-mail message.
Figure
E-mail use in business
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Easily archive all e-mail messages sent from or received by the business.
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Generally can guarantee delivery of any e-mail message that sent within the business.
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A
replacement for memos, letters, faxes , and other internal and
external business communications when permitted by company policy.
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Communicate with someone who is not available at the time you need to communicate.
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Volume of email messages often becomes overwhelming.
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Often leads to over communications , which can result in important information being lost or ignored.
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Sometimes leads to avoidance of personal contact , such as a meeting or telephone call.
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Good practices
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Because
most companies archive , or save , all e-mail messages , use e-mail
when u want a permanent record of a communication.
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Understand your company’s e-mail policies.
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Never include any language that would be considered inappropriate in a business environment.`
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Many companies prohibit sending personal e-mail messages from a business computer.
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Follow
your company’s or department’s guidelines for formatting messages and
including contact information and any appropriate disclaimers.
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Inmost
cases, it is appropriate to send larger attachments in business
e-mail messages as compared to those permissible in personal messages .
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Avoid
sending messages to many people simultaneously or replaying to large
groups of people. For example, it is almost always inappropriate to
send a message to entire company.
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Avoid
using e-mail messages when the contact involves sensitive issues ,
such as a negotiation, legal matter, or employee review.
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