USING EMAIL AS THE MEDIUM OF FORMAL/INFORMAL

COMMUNICATION

Introduction to email
Email (Electronic Mail) is a digital communication system that allows users to send
messages and attachments over the internet to one or more recipients.

History of Email
● First developed in the early 1970s by Ray Tomlinson, who used the "@" symbol to
separate the user’s name and the computer they were using.
● The first email system was used to send messages within a single computer system
before it expanded to networks.

Components of an Email
Sender- the person or entity sending the email.
Recipient- the person or group receiving the email.
CC- stands for “Carbon copy”. When you put email address(es) in the Cc field, you send
a copy of the email to those recipient(s) for their information only, indicating that no reply is
required or expected. Those email addresses are also visible to the main recipient (whose
address is in the “To” field) and they can decide whether to reply to the sender only (by
choosing “Reply”) or to also include the cc’ed addresses (by clicking “Reply all”).
BCC- BCC stands for “Blind carbon copy”. The recipients you add in the Bcc field are
invisible to all other recipients (under To or Cc). Bcc is useful if you prefer to keep recipient
email addresses private. It also means that the bcc'ed recipients will not receive any reply
emails from the other recipients, even if they select “Reply all”.
Subject- a brief summary of the email's content.
Body- the main content or message of the email. You can also attach one or more pictures,
documents, or any other attachments with your email.
Closing- the section at the bottom of an email consisting of certain phrases like "Best
regards," "All the best," etc.
Signature- a personalized sign-off or contact information.
Attachments- files or documents added to the email.

Parts of An Email Address

You get tons of emails every day, but what are the parts of an email address? What is the
domain part of an email address? It's actually more structured than you think. Email addresses
must follow a specific format. Let's see what parts make up an email address:
Local Part/Username: This is the part before the “@” symbol. It defines an individual or an
organization. For example, in “[email protected]”, “contact” is the username.
@ Symbol: The “@” connects the first part of the email to the second part. It links the name of
a person to the company or domain that the person is using.

Domain: The domain in an email address represents the organization or service provider that
hosts the email account. It appears after the "@" symbol and includes the domain name and
the top-level domain (TLD). For example, in "[email protected]," "tabular.email" is the
domain.
The domain in the email address helps you identify where the email is coming from, whether
it's a company, like "example.com," or a service provider, like "gmail.com."

Email Ethics Key Considerations

Email is a powerful communication tool, but its usage raises ethical concerns. Here are some
key ethical issues to consider when using email:
a) Privacy and Confidentiality
Respecting Privacy: Always ensure that personal or sensitive information is sent to the right
recipients. Avoid sending confidential data to unintended parties.
BCC (Blind Carbon Copy): Use this feature to send emails to multiple recipients without
revealing their email addresses to each other, especially in professional settings.
Encryption: When dealing with sensitive information, consider encrypting your email content to
protect it from unauthorized access.
b) Consent and Permission
Spam: Unsolicited emails (spam) are both unethical and illegal in many jurisdictions (e.g., CAN-
SPAM Act in the U.S.). Always ensure that recipients have opted-in before sending marketing or
promotional emails.
Replying to All: Be mindful when using the "Reply All" option. Only use it when all recipients
need to see your response. Avoid cluttering inboxes with irrelevant replies.
c) Tone and Professionalism
Tone of the Email: Email lacks the non-verbal cues of face-to-face communication, so the tone
can easily be misinterpreted. Be careful with language, especially in professional or formal
settings.
Use of Emojis and Informal Language: In professional emails, avoid the overuse of emojis and
overly casual language. Stick to polite and formal tones unless you're emailing someone you
know well.
d) Intellectual Property and Plagiarism
Avoid Plagiarism: Always credit the source when sharing information, ideas, or quotes from
other people or publications. This applies to both personal and professional emails.
Sharing Documents: If you're sharing copyrighted materials (such as articles, images, or
software), make sure you have the right to distribute them.
e) Email Misuse and Cybersecurity
Phishing: A type of cyber-attack where scammers impersonate trusted entities to steal sensitive
information (e.g., login credentials, personal data). Always verify the sender's identity before
clicking on suspicious links.
Malware and Attachments: Be cautious when opening attachments from unknown senders.
Attachments may contain viruses or malicious software.

Common Email Issues and Solutions

Email Delivery Failures: If your email isn’t delivered, check for common issues like incorrect
email addresses, server errors, or attachment sizes that exceed the limit.
Overstuffed Inbox: Organize your inbox by creating folders for different types of emails (e.g.,
personal, work, subscriptions). Use email filters to sort incoming messages automatically.
Email Threads: Long email chains can get confusing. Summarize key points when replying to
threads to keep the conversation clear.

Email services are an essential part of communication on the internet. They allow users to send,
receive, and manage electronic messages. Here’s an overview of the most commonly used
email services, protocols, and features that enable efficient email communication.
Types of Email Services:
⮚ Web-based Email Services (Webmail)
These services allow users to access their email from any device with an internet connection
using a web browser. Popular examples include:
∙ Gmail (Google)
∙ Yahoo Mail (Yahoo)
∙ Outlook.com (Microsoft)
∙ ProtonMail (Focus on privacy)

⮚ Email Clients (Desktop or Mobile Apps)

These are software programs or mobile apps that allow users to download and manage email.
They are typically installed on a computer or mobile device. Examples include:
∙ Microsoft Outlook
∙ Thunderbird
∙ Apple Mail
∙ Mail bird

⮚ Email Hosting Services

These services provide custom email domains and are often used by businesses. They are more
flexible than free email providers. Examples include:
∙ G Suite (Google Workspace)
∙ Microsoft 365 (formerly Office 365)
∙ Zoho Mail
∙ Fast Mail

Email Protocols
Email protocols define how email messages are sent, received, and stored across servers
and clients. The most common email protocols are:
a) SMTP (Simple Mail Transfer Protocol- is used to send email from a client to an email server
or between servers. When you send an email, your email client communicates with the email
server using SMTP to relay the message to the recipient's email server. SMTP typically uses port
25, 587, or 465 (for secure transmission).
b) POP3 (Post Office Protocol version 3- is used to retrieve email from a mail server to a local
device (PC, smartphone). POP3 downloads emails from the server to the client’s device and
removes them from the server (unless configured to leave a copy). POP3 commonly uses port
110, and for secure connections, port 995.
c)IMAP (Internet Message Access Protocol- is another protocol for retrieving email, but it
keeps emails on the server, allowing access from multiple devices. With IMAP, emails stay on
the server and can be synchronized across devices (mobile, desktop, webmail). It's a better
choice for people who need to access their email from various locations. IMAP uses port 143,
and for encrypted connections, port 993.
d) MAPI (Messaging Application Programming Interface- is a Microsoft protocol used with
Microsoft Outlook to interact with Microsoft Exchange Server. It provides full synchronization of
emails, calendars, tasks, and contacts. It is commonly used in corporate settings where full
collaboration tools are needed between servers and email clients.

Email Features
• Attachments
Most email services allow users to attach files such as documents, images, and videos to
their messages.
Limitations: Many services have size limits for attachments (e.g., Gmail allows
attachments up to 25 MB, beyond which files are automatically uploaded to Google Drive).
• Folders and Labels
Email services typically provide tools to organize emails into folders or labels.
Folders: Used to categorize emails by type (e.g., "Work," "Family," "Important").
Labels: Especially common in Gmail, labels allow emails to have multiple tags for easy retrieval.
• Spam Filters
Most email services include built-in spam filters that identify and move unwanted or suspicious
emails to a spam or junk folder.
• Email Signatures
An email signature is a block of text that is automatically appended to the end of your email,
usually containing contact information or legal disclaimers.
• Auto-reply (Out-of-office responses)
This feature allows users to automatically reply to incoming emails with a pre-written message,
often used when the user is on vacation or unavailable.
• Encryption:
To protect sensitive information, some email services offer encryption, ensuring that the email
content is unreadable to anyone except the intended recipient.
S/MIME (Secure/Multipurpose Internet Mail Extensions) and PGP (Pretty Good Privacy) are
commonly used encryption methods.

How to Set Up an Email Account

Here’s a general overview of the process to set up an email account with a service:
Step 1: Choose an Email Provider
Example: Gmail, Outlook, Yahoo, etc.
Step 2: Create an Account
Provide your name, desired email address, password, and possibly some recovery information
(phone number, alternate email).
Step 3: Configure Email Settings
Configure your account settings (e.g., setting up a signature, changing themes, adding contacts).
Step 4: Sync Email Clients (if using one)
If you're using an email client (like Outlook), enter the email account details (SMTP, IMAP, or
POP3 settings) to sync your email across devices

Email Security and Best Practices

Strong Passwords: Use strong, unique passwords for your email accounts. Consider using a
password manager to keep track of them.
Two-Factor Authentication (2FA): Enable two-factor authentication for additional security. This
requires a second form of identification (e.g., a code sent to your phone) in addition to your
password.
Be Cautious with Phishing: Be aware of phishing attacks where attackers attempt to steal
personal information through fraudulent emails. Never click on suspicious links or attachments,
and verify the sender’s email address if you’re uncertain.
Avoid Sending Sensitive Information by Email: Do not send sensitive information like passwords,
Social Security numbers, or financial data through email unless it’s encrypted.

Popular Email Services

Here’s a list of some popular email services and their unique features:
∙ Gmail: Known for its simple interface and powerful search functionality. Offers ample storage
and integrates with Google services like Google Drive, Google Calendar, and Google Docs.
∙ Outlook.com (Microsoft): Integrates well with other Microsoft services such as OneDrive and
Office Online. Offers features like Focused Inbox for filtering important emails.
∙Yahoo Mail: Includes a large amount of storage and features such as disposable email
addresses for added privacy.
∙ ProtonMail: Focused on privacy and security, offering end-to-end encryption and a no-log
policy. Based in Switzerland, where privacy laws are strict.
∙ Zoho Mail: A business-friendly service with a focus on privacy and collaboration. Offers both
free and paid plans with custom domain support.
∙ Apple Mail: Available on macOS and iOS, integrated with Apple's ecosystem (iCloud Mail). It’s
a straightforward email client for Apple users.

What is formal Email?

 Formal emails are the ones you send to people you don’t know well, to business
contacts, or to authorities (such as your bank, potential recruiter, school director, or college
professor).
Formal emails need to be polite and well-written, with no mistakes in grammar or
spelling. They should also be concise (short and to the point), so that the recipient can easily
understand your message, without wasting their time.
When you write a formal email, it’s important to use the correct format and tone, so
that your message comes across as professional.

RULES FOR WRITING A FORMAL EMAIL:

1. Emoji- Avoid using emojis in formal emails. They are informal and can be
misinterpreted.
2. Texting- Refrain from using texting shortcuts or abbreviations (e.g., "u," "r," "lol").
Maintain a professional tone.
3. Slang/jokes- Do not use slang, colloquialisms, or jokes. Formal emails require a serious
and respectful tone.
4. Idioms- While some idioms are acceptable in informal writing, avoid them in formal
emails for clarity and to maintain a professional tone. The meaning might not be
universally understood.
5. Contractions- Avoid contractions (e.g., “can’t,” “won’t,” “it’s”). Use the full forms of
words (“cannot,” “will not,” “it is”) for a more formal style.
6. Abbreviations- Unless the abbreviation is widely understood within the specific context
(and even then, it’s best to err on the side of caution), avoid using abbreviations. Spell
out terms fully.
7. Subject lines- Subject lines should be concise, clear, and accurately reflect the email’s
content. Avoid vague or overly long subject lines.
8. Salutations- Use a formal salutation appropriate to your relationship with the recipient.
For example, "Dear Mr./Ms./Dr. [Last Name]," is generally suitable.
9. Intensifiers- Avoid using intensifiers (e.g., “very,” “really,” “extremely”) unless absolutely
necessary. They can weaken your writing and sound less professional.
10. Verbs- Use strong, active verbs. Avoid weak verbs and passive voice where possible.
Active voice makes your writing more direct and engaging.
11. Nouns- Choose precise and specific nouns. Avoid vague or general nouns. Clear nouns
enhance understanding.
12. Redundancies- Eliminate redundant words or phrases. Conciseness is key in formal
writing. Avoid unnecessary repetition.

Example of Formal Email: (picture below)

 What is informal Email?
Informal emails are messages you send to people you know well.
Purpose: Informal emails are suitable for quick updates, personal messages, or casual
communication with people you know well.
Tone: They are typically conversational, friendly, and less formal than business emails.
Language: You can use contractions, slang, and a more relaxed writing style.
Structure: Informal emails don't need to follow strict formatting rules and can be shorter
than formal emails.

RULES FOR WRITING INFORMAL EMAIL/ HOW TO WRITE INFORMAL EMAIL:

As we mentioned, we use informal emails for personal purposes – family, friends, or people we
know well. Then most informal emails include a greeting, body, and closing. In addition, we are
allowed to keep informal emails short and sweet or include many details and pieces of
information.
1. Write a Subject Line
A subject line is required for all emails. Casual email is simpler because the content doesn't
require much thought. That is to say, you are free to use any tone-of-voice in the subject line
that strikes your fancy.
• Here is the plan.
• Here's the video you were looking for.
• This article is worth reading.
• Read through!
2. Open With Casual Greeting
When starting your informal email, a simple "hello" or "hey" is all that's needed to kick off a
friendly email conversation. For a less formal form of greeting, we don't need to worry too
much about the words we choose. And to add enthusiasm and friendliness, we can also use
more exclamation points and emoticons:
•Hey [Name],
•Hi [Name],
•Hey there!
•Hi!
•Hey!
3. Point Out the Reason for Reaching Out
Every email, whether formal or informal, should point out the reason for the email:
•"Here is the PDF you wanted."
•"I just want to let you know that I will not make it today."
•"I was wondering if you have time to meet me around 5PM?"
4. Wrap Up with Closing Statement
Wrapping up your informal emails is similar to the opening line — use a friendly tone to
sign-off:
•See you later,
•Take care,
•See you soon,
•Thanks,
•Happy Friday,
•Have a good weekend!

Example of Informal Email: (picture below)