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E-mail is used to communicate in many
settings. Effective use of email requires
a clear sense of the purpose for writing,
as well as a clear statement of the
message. To explore how to use email
effectively, choose any of the items
below:
• Introduction
• Uses
• Diagram
• Advantages
• Disadvantages
INDEX
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INTRODUCTION
Electronic mail, commonly called email or e-mail, is a
method of exchanging digital messages from an author to
one or more recipients. Modern email operates across the
internet or other computer networks. Some early email
systems required that the author and the recipient both be
online at the same time, in common with instant
messaging. Today's email systems are based on a store-
and-forward model. Email servers accept, forward,
deliver and store messages. Neither the users nor their
computers are required to be online simultaneously; they
need connect only briefly, typically to an email server,
for as long as it takes to send or receive messages.
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Email Uses
Email allows individuals and groups to
Communicate with one another. Imagine that you've
been asked to coordinate work on a proposal to
address a problem in your dorm or Greek organization.
You need to get Information and ideas from people
living in your dorm or house, from members of
the Surrounding community, from university
officials, and perhaps other groups.
• Information Interchange
• Brain Storming and Problem Solving
• Record Keeping
• Group Work
• Staying in Touch Professionally
• Staying in Touch Socially
• Transmitting Documents
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ADVANTAGES
• Cheap. Once you’re online, there is no further
expense.
• Easy to reference. Sent and received messages and
attachments can be stored safely, logically and
reliably.
• Easy to use. Once you’re set up, sending and
receiving messages is simple. That goes for a host
of other email functions. Data storage and contacts
can be accessed quickly and easily.
• Fast. Message to send? Done, under a second!
Email is by far the fastest form of written
communication.
• Global. Web based email means you can access
your messages anywhere online. Going oversees?
Before you go, mail yourself a copy of your
passport number, travel insurance details or your
accommodation details.
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DISADVANTAGES
• Emotional responses. Some emails cause upset or
anger. A reply in the heat of the moment can’t be
retracted.
• Information overload. Too many people send too much
information. They often cite ‘need to know’ as the
justification.
• Lacks the personal touch. Some things are best left
untyped. Email will never beat a hand written card or
letter when it comes to relationships.
• Misunderstandings. Emails from people who don’t
take the time to read what they write before clicking
‘send’. Time is wasted, either to clarify or, worse,
acting on a misinterpretation of the message.
• No respite. The law of the empty inbox – leave it and
will grow. Ignore it at your peril!
