E-mail: An overview

Electronic mail or email is electronic form of message interchanged over digital communication medium from one person to other by using electronic devices like mobile phones, computer etc. with the help of internet connection. It may contain images, text, audio, video or other attachments. It is the fastest and secure method of message transfer from one place to anywhere over the globe. Email messages are encoded in ASCII code and attachments are sent in binary streams. An e-mail can be sent to an individual or a group of people. E-mail work according to TCP/IP protocol suit. Simple Mail Transfer Protocol (SMTP) is use to send an email and POP3 is used to receive mail.

Email | MSA Technosoft

E-mail Address

An email address is composed of 3 parts: the first part is the name or alias second part is @ and third part is the domain name form which the email address belongs to. For example, info@msatechnosoft.in is an email address. It has 3 parts ‘info’ + ’@’ + ’msatechnosoft.in’. Here “info” is the first portion that explains the department/group at MSA Technosoft where the email is to send. This part cannot be larger than 64 characters. “@” is used as a separator between name and domain name in email address. It is required by SMTP in every email. “msatechnosoft.in” is the last part of email address that explains the domain name to which the group/user/department belong. It must be smaller than 254 characters.

An email address must not contain any space or special character. ‘_’ or ‘.’ Often accepted in the middle of email address but two more consecutive periods are not allowed.

Send email | receive email

An email can be sent or received in two ways: E-mail Program, Online E-mail via web browser

E-mail Program: It is an application used to send, receive emails. Internet Service Provides or some other company works as a server to deliver or store emails. Email program need to be connected to such server for smooth and uninterrupted working. Most common email programs are: Microsoft Outlook, Mozilla Thunderbird, Apple Mail etc.

Online E-mail via browser: online email services or webmail is another way of sending and receiving emails. For example, Gmail, Hotmail, yahoo mail etc. provide free signup/ login to webmail for sending or receiving emails.

How to compose an e-mail | How to send an e-mail

An e-mail consist of several field that format should be followed correctly to send an email successfully.

To: This is the most important field that contain the email address of the receiver i.e. to whom the message will be sent. This field must not be empty.

From: This contain senders address. This field let the receiver know from where he/she is getting the message. It contain sender’s email address.

CC: This field is optional. If you want to send the same mail to others as well, you can put their email addresses so that they can receive the same mail as carbon copy.

BCC: Blind Carbon Copy field is optional. You can put an email address here if you want to send the same mail to someone else without informing the main receiver to whom you are sending the same mail.

Subject: This field is optional. If you are not mentioning any subject matter, you will get an alert whether you want to send the message without subject. This subject field contains the subject matter of the mail.

Body: This is the main field where to type the message. It can contain signature at the bottom.

Attachment: If you want to attach any file you can attach with your mail. By clicking on attachment you will get an option to browse your attachment from your device.

After correctly following the above fields your mail is already composed. Now, you click on send button to send an email.

How to receive an email | Reading an email

When you will get connect to your mail server, your email account will automatically get updated. You have to simply click on the mail that you want to open or read. If there would be any attachment, you can download by clicking on it. Once it will download completely, you can view it.

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