10.1 Communication with other ICT users using email

2026 Syllabus Objectives

  • Email characteristics, uses and constraints of email communication
  • Acceptable language in email communication
  • Guidelines set by an employer for email use
  • The need for security in email communication
  • Netiquette (internet etiquette) for email
  • Email groups and their use
  • Carbon copy (cc) functionality
  • Blind carbon copy (bcc) functionality
  • Forward functionality for emails
  • Attachments in email communication
  • Characteristics and effects of spam email
  • Methods which can be used to help prevent spam

What is Email? 📧

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Email (short for 'electronic mail') is a method of sending text-based messages from one computer to another or using mobile phones. Email messages are usually received instantaneously by the recipient's mail provider and wait there until the user accesses their mailbox.

Key Characteristics

  • Instantaneous delivery: Messages are delivered immediately to the recipient's mail provider
  • Storage-based: Messages wait in the mailbox until accessed by the user
  • Mobile forwarding: Some mail providers allow messages to be forwarded to mobile phones
  • Storage limits: All mailboxes have storage limits that can be easily filled, preventing reception of new messages

Requirements for Using Email

To use email, you must have:

  • A mailbox with an email address
  • Access to an email editor (e.g., Windows Live Mail, web-based providers)
  • An internet connection

Email Features and Operations

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Opening and Managing Your Mailbox

Opening your mailbox typically involves:

  1. Selecting the email application icon (e.g., Windows Live Mail)
  2. Entering your email address and password (in some systems)
  3. Accessing your inbox and other folders

Organising Your Mail 📁

As mailboxes fill with messages, organisation into logical groups becomes essential. This is achieved by creating and naming folders to match different categories.

Creating new folders:

  1. Select your email account by clicking on your email address
  2. Select the File menu, followed by Folder, then Create new folder
  3. Enter the folder name in the Folder name box
  4. Click OK to create the new folder

These folders store all messages related to specific topics, making email management more efficient.

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