Have you always wanted to have your own email account? Perhaps you didn't grow up using email, or maybe you preferred to send letters via the postal service until recently. Email is used in all areas of business, and it's also a great way to communicate with friends and family quickly and efficiently. While email may appear to be a bit intimidating and complicated at first, once you get the hang of it, you will start to feel more at ease.
This guide will give you an overview of email and teach you how to use it. You will also learn how email works, who proides email services, and most importantly, how to maintain online safety with email.
- Becoming Familiar with Email
- Advantages of Email vs. Traditional Mail (Snail Mail)
- Who provides email services, just a few (Download document list)
- Gmail (Google Mail)
- Microsoft's Outlook.com
- Apple's Icloud.com
- GMX.com & Mail.com
- How to write an email address
- How to set up a personal email account
- Composing & Sending your first email
- How to create an email attachment
Etiquette, Safety & Helpful Tips:
- Good Etiquette for Personal & Business Email
- Entering Your Email Address on Websites
- Opting In
- Bulk Mail
- Spam & Phishing
- Common examples of Phishing
Basic Terms & Actions
- The Essentials
- Composing an Email
- Responding to an Email
So you have a basic idea of what email is, but you're no quite sure how to use it or exactly how it works. For starters, email is an electronic message delivered over the Internet. Email allows you to send messages to one or more recipients and create subjects for your messages. Email subjects are helpful as they let the recipient know what each message is about just by glancing at their inboxes.
In the graphic below, you will see how the basic structure of an email is very similiar to a traditional letter:
Note: Bcc is good to use when you don't want to expose the email address of all recipients on the same message.
This is the area you use for the person you are sending your email to. You will type in the recipients email address here.
You use this area to send a copy of the email to another email address. It relates to using a typewriter and having a Carbon sheet between the letter you are typing and creating an exact duplicate at the same time. ie Carbon Copy.
The same as the Blue Hand area but the people in the To: and Cc: will not know that this person also recieved a copy of your email. Good for hiding email addresses from the first two types.
This is the area you will put a subject in, and it's important to always include a subject.
This area is the body of your message. You will compose your message here.
This is where you click to send the email you have composed.
An email address consists of two parts, a local-part and a domain-part separated by an “@” – in [email protected], steve is the local-part and example.com is the domain-part. The domain-part is an internet domain – it's all you need to know to work out (via a DNS lookup) where an email needs to be sent to. The sender of this email will be you, not your name however but your email address.
Given we deal with email addresses every day, dozens or thousands or millions of them, it seems a bit strange to ask what an email address is – but given some of the problems people have with the grubbier corners of address syntax it’s actually an interesting question.
There are two real standards that define what is a valid email address and what isn’t. The most complex is RFC 5322 – Internet Message Format, which describes all sorts of things about the structure of an email, including what’s valid to put in From: and To: headers. It’s really too liberal in what it allows an email address to look like to be terribly useful, but it does provide for one very commonly used feature – the friendly from where the name that’s displayed to the recipient is not just the email address.
From: "Steve Atkins"
Here the string that’s displayed to the user (Steve Atkins) comes first, surrounded by double quotes, then the email address itself ([email protected]) surrounded by angle brackets. You might see other obsolete formats used, including parentheses or no double quotes, but this is the safe one to use.
The other standard is RFC 5321 – Simple Mail Transfer Protocol, which describes how email addresses are used to actually send email. It too is far too liberal in what it allows to be operationally useful for an ESP, but it does define some important features:
- An email address consists of two parts, a local-part and a domain-part separated by an “@” – in [email protected], steve is the local-part and example.com is the domain-part.
- The domain-part is an internet domain – it’s all you need to know to work out (via a DNS lookup) where an email needs to be sent to.
- The domain-part is case-insensitive – ExamplE.COM is exactly the same as example.com or EXAMPLE.COM.
- The local-part is used by the receiving mailserver to work out what to do with the email once it receives it.
- The local-part is case-sensitive – [email protected] is a different email address to [email protected]
- You can put almost anything in a local-part – letters, numbers, white space, punctuation, quote marks, parentheses – as long as you quote it properly.
- Only the receiving mailserver can parse the local-part. You might be able to guess what it means, but only the receiving mailserver can say for sure.