Email and webmail

There are two main types of email, client-based email and webmail. Client-based email is often used by business users and involves the email being downloadeddownload: the transfer of a file or files from one computer connected to the Internet to another from a serverserver: a computer that provides services to users, eg access to shared files, web hosting, file storage to an applicationapplication: applications serve a specific purpose, eg Microsoft Word is used for word processing (such as Microsoft Outlook or Mozilla Thunderbird) on the user’s computer. Webmail is accessed through a web browserweb browser: an application used to browse the Internet or view web pages and can be accessed from any computer with an Internet connectionInternet connection: a computer's or another internet-enabled device's connection to the Internet.

Client-based email

Client-based email requires software, eg Outlook

To set up this type of email you need:

• a computer
• an Internet connection
• an account with an ISP (Internet Service Provider)
• an email applicationapplication: applications serve a specific purpose, eg Microsoft Word is used for word processing, eg Outlook, Thunderbird or Entourage

Your Internet Service Provider will give you an email account, a password and a mailboxmailbox: where all email sent to and from the associated email address is stored such as yourname@hostname.co.uk.

With a dial-updial-up: a method of connecting to the Internet that involves 'dialling up' as if making a phone call connection you have to pay the cost of your Internet phone calls (local rate) and in most cases a subscription to your provider (though some are free). Dial-up users can download their emails and read them offline to keep costs down.

A broadbandbroadband: high speed Internet access connection is 'always on' with a flat-rate subscription. Very few people pay by the minute nowadays and the majority of people pay a monthly fee for broadband access.

Anti-virusanti-virus: anti-virus software scans all forms of storage devices for viruses and, if found, attempts to remove them scanning is becoming standard on email accounts and many email providers now offer a spam (electronic junk mail) filteringspam filtering: unsolicited (junk) email is caught by a spam filter service.

Webmail

Webmail, as its name suggests, is web-based email. To use webmail you do not need any email software - just a computer connected to the Internet and a browser. Webmail accounts are usually free.

Email accessed from within a web browser, ie webmail

Users simply sign up to a webmail service such as Googlemail, Hotmail or Yahoo. They are then given a unique user name, password and a personal mailboxmailbox: where all email sent to and from the associated email address is stored. The mailbox is accessed by visiting a specific web address and logging in. Once logged in, users can send and receive messages.

The advantage of webmail is that users can receive and send email from any computer in the world with Internet access and a browser.

Some ISPsInternet Service Provider (ISP): Internet Service Provider - needed in order to access the Internet, they also provide services such as web space and email will enable their customers to access their mailbox via webmail as well as through the email software on their PC.

Features of email

• automatic reply to messages
• auto forward and redirection of messages
• facility to send copies of a message to many people
• automatic filing and retrieval of messages
• addresses can be stored in an address book and retrieved instantly
• notification if a message cannot be delivered
• emails are automatically date and time stamped
• signatures can be attached
• files, graphicsgraphics: visuals intended to brand, inform, illustrate or entertain, eg photographs, drawings, maps, diagrams etc. or sound can be sent as attachmentsattachment: a file that's 'attached' to an email is called an attachment, often in compressed formats
• webmail and mobile emailmobile email: email accessible from a handheld device, eg a mobile phone can be used to receive and send messages while on the move

Using email

To send and receive email you must be connected to the Internet.

Dial-updial-up: a method of connecting to the Internet that involves 'dialling up' as if making a phone call users pay by the minute, so it makes sense for them to write their emails before they connect to the Internet and to disconnect once they've received their new emails. This saves money.

Broadbandbroadband: high speed Internet access users pay a flat rate monthly subscription, the price they pay is not determined by how long they're online.

Sending email

1. Open the email client, eg Microsoft Outlook, or if using webmail open a browser and enter the webmail address, eg http://www.gmail.com and log in.
2. Click 'New' or 'Compose'.
3. Enter the intended recipient(s) email address(es) in the 'To' field.
4. Write a suitable subject in the 'Subject' field.
5. Write the message in the space below the Subject field.
6. Click 'Send' to send the email.

There's the option to add an attachment, eg a photo.

For security reasons, webmail users should log out once they're finished as the computer they're using might be used by other people who, if they forgot to log out, would be able to gain access to their email.

Receiving email

Email clients and webmail periodically check for new emails. A manual check can be performed by clicking 'Send and Receive' in an email client or by refreshing the page when using webmail.

Email clients download attachments automatically but webmail users must choose to download attachments.

Email on other devices

Today email is not limited to computers. It can be sent from many other devices too, such as:

• mobile phones (using the carrier's network or a wireless hotspot)
• games consoles
• TVs
• public kiosk terminals

With wireless hotspots becoming increasingly common it's easier than ever to connect to the Internet while on the move.

Advantages and disadvantages of using email

Advantages

• Emails are delivered extremely fast when compared to traditional post.
• Emails can be sent 24 hours a day, 365 days a year.
• Webmail means emails can be sent and received from any computer, anywhere in the world, that has an Internet connectionInternet connection: a computer's or another internet-enabled device's connection to the Internet.
• Cheap - when using broadbandbroadband: high speed Internet access, each email sent is effectively free. Dial-updial-up: a method of connecting to the Internet that involves 'dialling up' as if making a phone call users are charged at local call rates but it only takes a few seconds (for conventional email, eg text only) to send an email.
• Emails can be sent to one person or several people.

Disadvantages

• The recipient needs access to the Internet to receive email.
• Virusesvirus: a small program written to cause harm to a computer are easily spread via email attachmentsattachment: a file that's 'attached' to an email is called an attachment (most email providers scan emails for viruses on your behalf).
• Phishing - sending an email to a user falsely claiming to be a legitimate company to scam the user into providing information, such as personal information and bank account numbers on a bogus websitewebsite: a web page or group of web pages hosted on one web server and viewed in a web browser. The details will then be used for identity theftidentity theft: when the identity of an individual is assumed by someone else in order to profit, financially or otherwise.
• No guarantee the mail will be read until the user logs on and checks their email.
• Spam - unsolicited email, ie junk mail.

Alternative methods of communication

Sample questions on email

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