Understanding E-mail: Definition, History, and How to Send One

E-mail stands for Electronic Mail or Electronic Mailer. The most commonly used feature of the networks in the field of communication is e-mail. Electronic mail in computer networks enables the exchange of messages and files between users through interconnected systems over the internet. Communication can take place between two to many users. It not only sends the message in text format, but also we can add images, and documents in the form of PDFs, videos, or other attachments. 

The person who has to send a certain message is called the sender and the one who receives it is called the receiver. To have successful communication, each user should have a unique email address (it is just like posts, where each post is sent to persons with a unique home address). The e-mail address may look something like this, which is an electronic mail example.

Copy of the Extent of Email Used Today

The Basic Components of an Email System

Electronic mail architecture refers to the system and components involved in sending, receiving, and storing email messages over a network.

User Agent (UA): It is the software or application (like Gmail, Outlook) that allows users to compose, read, and manage their emails. It provides a user-friendly interface to interact with the email system.

Message Transfer Agent (MTA): It is the system that transfers emails from the sender's server to the recipient's server.It ensures the email is routed correctly using protocols like SMTP (Simple Mail Transfer Protocol).

Mail Box: It is the storage space where incoming emails are stored on the server for a specific user. Each user has a unique mailbox to hold their emails until they access them.

Spool File: It is a temporary storage location where outgoing or undelivered emails are stored. The MTA processes emails in the spool file and sends them when the recipient’s server is available.

When was the First Email Sent?

E-mail is much older when compared to the internet. The first-ever e-mail was sent to computers in 1965 by using the MIT program called a mailbox. By using this program the user can type a message and send it. Whereas the receiver can see the message only after logging in to the computer. 

Whereas in 1969 the first message using ARPANET was sent from computer to computer by the US Department of Defence. 

The First Message was Sent using ARPANET

Who Invented Electronic Mail and What was the First Message Sent Using ARPANET?

Later in 1972, Ray Tomlinson developed the ARPANET into ARPANET’s networked e-mail system and invented electronic mail. It is the one that we use today. Here his contribution was “@” which indicated the destination address of the message to be sent. It got tremendous popularity as people wondered how one can send an electronic mail to the others who are completely not present in the same place. 

In 1993, internet use increased and electronic mail was replaced by “E-mail”. Then Yahoo, Hotmail, AOL (America Online), and Echomail platforms were launched. Whereas the year 2004 completely changed the history of E-mail with the launch of Gmail (a platform to send an email). 

The overall history of e-mail in computer networks can be something like this,

History of E-mail

Mailing Format

An electronic mail diagram illustrates the flow of messages, including key components like the envelope, header, and body of the email. The E-mail can be divided into three main components:

• Message Envelope

• Message Header

• Message Body

E-mail Format

Structure of Email

Types of Email

Emails are broadly classified into three categories:

Types of Emails

• Informal: It is sent to friends and family. There are no rules for writing an email of this type, and one can use any language.

• Semi-formal: It is sent to colleagues and teammates. We can use simple language here, and the messages can be casual or friendly in nature.

• Formal: It is used to communicate to the government department, schools, businesses, or any officers. Here certain rules have to be followed like text should be in respectful language. You shouldn’t add any unwanted things like jokes, funny text, etc. Writing a subject is always mandatory.

How to Send a E-Mail

1. Open Your Email App: Use an email app like Gmail, Outlook, or any other service you use.

2. Click on "Compose": Look for the "Compose" or "New Email" button to create a new email.

3. Enter the Recipient's Address: In the "To" field, type the email address of the person you want to send it to.

4. Add a Subject: Write a brief and clear subject line to let the recipient know the email's purpose.

5. Write the Email Body: Type your message in the main body section. Be polite and clear.

6. Add Attachments (Optional): If needed, click the paperclip icon to attach files, images, or documents.

7. Review Your Email: Check for any spelling mistakes, missing information, or attachments.

8. Click "Send": Once everything looks good, press the "Send" button to deliver your email.

What are the Types of Emails?

1. Onboarding Emails: These are sent to new users or customers to guide them on how to use a product or service. They often include welcome messages, setup instructions, or tips to get started.

2. Newsletters: Regular emails sent to subscribers to share updates, news, or valuable content. Examples include blogs, industry insights, and company announcements.

3. Promotional Emails: These emails are designed to advertise products, services, or special offers. They aim to attract customers with discounts, deals, or new launches.

4. Transactional Emails: These are triggered by a user’s actions, like confirming a purchase, resetting a password, or shipping notifications. They provide essential and specific information related to a transaction or activity.

5. Follow-Up Emails: These are sent after a specific interaction, like a meeting, event, or sales inquiry. They aim to maintain communication, provide additional details, or seek feedback.

6. Survey or Feedback Emails: These emails ask recipients to share their opinions or experiences. Companies use them to improve products, services, or overall customer satisfaction.

Evolution of Communication

Uses of Email?

The uses of electronic mail include communication, file sharing, professional use, record keeping, notification, and collaboration.

1. Communication: Email allows people to send and receive messages instantly across the world.

2. File Sharing: It makes it easy to share documents, images, and other files with others.

3. Professional Use: It is commonly used for business communication, sending resumes, and official correspondence.

4. Record Keeping: Emails act as a digital record of conversations and shared information.

5. Notifications: Companies and services use email to send updates, alerts, and reminders.

6. Collaboration: Teams can coordinate and share information effectively through email.

In short, email is a fast, reliable, and versatile way to connect and share information.

The Basic Components of an Email System

User Agent (UA): It is the software or application (like Gmail, or Outlook) that allows users to compose, read, and manage their emails. It provides a user-friendly interface to interact with the email system.

Message Transfer Agent (MTA): It is the system that transfers emails from the sender's server to the recipient's server. It ensures the email is routed correctly using protocols like SMTP (Simple Mail Transfer Protocol).

Mail Box: It is the storage space where incoming emails are stored on the server for a specific user. Each user has a unique mailbox to hold their emails until they access them.

Spool File: It is a temporary storage location where outgoing or undelivered emails are stored. The MTA processes emails in the spool file and sends them when the recipient’s server is available.

Advantages and Disadvantages of E-mail

Email Etiquette

Email Etiquette

Interesting Facts

• The first spam message was sent to the ARPANET in the year 1978.

Scariest Facts about Email

• The first email message sent was “Hello, have a good day!”.

Summary

Email or Electronic mail is the most common form of communication either formally or informally. However, all the types of communication through email may sound similar but if we follow certain rules then the messages are conveyed easily, highlighting the advantages of electronic mail. 

Learning by Doing

1. Solve the given puzzle.

Solve the Given Puzzle