Advantages and Disadvantages of E-mail
The only Internet service that is more frequently used than the Web is electronic mail. Electronic mail, or e-mail, is a system for exchanging messages through a computer network. People most commonly use e-mail to send and receive text messages, but depending on the software you use, you may be able to exchange audio or video messages with someone else.
E-mail was one of the first uses of the Internet, and quickly became a popular feature because it lets users exchange messages from anywhere in the world. Further, e-mail is less expensive than using the telephone because there is no charge for using it, beyond the regular fees you pay your ISP. E-mail is also a faster way to communicate than postal mail because e-mail messages typically reach their destination in seconds rather than days.
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Understanding E-Mail
The most common way to create, send, and receive e-mail is by using an e-mail program (also called an e-mail client) and an Internet connection through an ISP or LAN. Popular Internet e-mail programs include Eudora, Microsoft Outlook, Microsoft Outlook Express, Netscape Messenger, and others.
E-Mail Addresses
If you have an account with an ISP or if you are a user on a corporate or school LAN, then you can establish an e-mail address. This unique address enables other users to send messages to you and enables you to send messages to others. When you send an e-mail message, the message is stored on a server until the recipient can retrieve it. This type of server is called a mail server. Many mail servers use the post office protocol (POP) and are called POP servers. Nearly all ISPs and corporate networks maintain one or more mail servers for storing and forwarding e-mail messages.
Using Web-Based E-Mail Services
You don’t need to have a stand-alone e-mail program to send and receive messages. You can easily manage e-mail by using one of the many Web-based e-mail services. These services offer several advantages over standard e-mail programs:
Cost:
Web-based e-mail services such as hotmail and yahoo.com offer free e-mail accounts, although storage space can be limited.
Ease of Use:
Web-based e-mail services offer the same tools as standard e-mail programs, all within the familiar confines of your browser, so they arc easy to use.
Accessibility:
You can access a Web-based e-mail account from any computer that has Web access. You do not need to log into your ISP’s account, which may be impossible if you arc traveling.
Advantages of e-mail
There are numerous benefits of using an email service. The different advantages of email are as follows:
1. Easy to use:
Sending an email frees us from the tedious task of managing data for daily use. It helps us manage our contacts, send mails quickly, maintain our mail history, store the required information, etc.
2. Speed:
An email is delivered instantly and anywhere across the globe. No other service matches the email in terms of speed. You can send the same message/mail to multiple users simultaneously; thus, a lot of time is saved.
3. Easy to prioritize:
Since emails come with a subject line, it is easy to prioritize them and ignore the ones that are unwanted.
4. Reliable and secure:
Constant efforts are taken to improve the security in electronic mails. It makes the email one of the secured ways of communication.
5. Informal and conversational:
The language used in emails is generally simple and thus, makes the process of communication informal. Sending and receiving emails takes less time, so it can be used as a tool for interaction.
6. Easier for reference:
When a person has to reply to a mail, he/she can use the provision of attaching previous mail as references. It helps refresh the recipient's know-how on what he is reading.
7. Automated emails:
It is possible to send automated emails using special programs like the auto responders. The auto responders reply only to those messages with a generalized, pre-written text.
8. Environment-friendly:
Postal mail uses paper as a medium to send letters. Electronic-mail therefore, prevents a large number of trees from getting axed. It also saves the fuel needed for transportation.
9. Use of graphics:
Colorful greeting cards and interesting pictures can be sent through emails. It adds value to the email service.
10. Advertising tool:
Nowadays, many individuals and companies are using the email service to advertise their products, services, etc.
11. Cheap Service:
The expenses incurred in using an email service are less. However, it also depends on whether you have an Internet connection at home.
12. Data Storage:
The providers of email service offer enough space for data storage. Also, the process of sorting and arranging mail as per the subject, date, etc. is made quite easy for users.
13. Provision of Attachments:
The feature of attachments allows users to send huge chunks of data in the same mail. Also, sending attachments doesn't raise the cost as in the postal service.
Disadvantages of Email:
The email service, though beneficial in our day-to-day life, has its own drawbacks that are off late coming to the fore.
1. Viruses:
These are computer programs which have the potential to harm a computer system. Viruses copy themselves and further infect the computer. Recipients need to scan the mails since; viruses are transmitted through them and have the potential to harm computer systems.
2. Spam:
Email when used to send unsolicited messages and unwanted advertisements create nuisance and are termed as spam. Checking and deleting the unwanted mail can unnecessarily consume a lot of time. It has therefore, become necessary to block or filter unwanted emails by means of spam filters. Spamming is practiced by sending hoax emails. Email spoofing It is another common practice, used for spamming. The act of spoofing involves deceiving the recipient by altering email headers or addresses from which the mail is sent.
3. Hacking:
The act of breaking into computer security is termed as hacking. In this form of security breach, emails are intercepted by hackers. An email, before it is delivered to the recipient, "bounces" between servers located in different parts of the world; hence, it can be hacked by a professional hacker.
4. Misinterpretation:
One has to be careful while posting content through an email. If typed in a hurry, the matter can get misinterpreted.
5. Lengthy mail:
If the mail is too long and not properly presented, the reader may lose interest in reading it.
6. Not suitable for business:
Since the content posted via emails is considered informal, there is a chance of business documents going unnoticed. Thus, urgent transactions and especially those requiring signatures are not managed through emails.
7. Crowded inbox:
Over a period of time, the email inbox may get crowded with mails. It becomes difficult for users to manage such a huge chunk of mail. This information overload often repels the readers from using the email service.
8. Need to check the inbox regularly:
In order to stay updated, one has to check his email account regularly.
9. Lacking in Personal Touch:
Even in today's digital age, people find the hand written words appealing. Emails do not embody that personal touch.
10. Internet Access is required:
There are many parts of the world where people don't have access to the Internet. The email doesn't serve any purpose in such areas.
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