Chapter 6: Email — Study Notes
6.1 Introduction
• Email (Electronic Mail) is a digital method of sending messages.
• It eliminates the need for physical tools like pen and paper.
• Emails are fast, inexpensive, and can be accessed anytime.
• Messages are stored on a mail server until the recipient downloads them.
6.2 Objectives
By the end of this chapter, you should be able to:
• Create an email account
• Send and receive emails (with or without attachments)
• Format email text and add signatures
• Forward, reply to, and delete emails
• Organize emails using folders or labels
6.3 Importance of Email
• Speed: Instant delivery across the globe
• Mass Communication: Send to multiple recipients at once
• Record Keeping: Emails serve as proof of communication
• Organizational Growth: Helps in marketing and outreach
6.4 Email Services
Service Key Features
Gmail 15 GB storage, 25 MB attachments, integrates with Google services
Outlook Office integration, OneDrive storage, Skype support
Yahoo Mail 1 TB storage, POP/IMAP support, strong anti-spam features
Other services: AOL, Hotmail, Zoho Mail, [Link], Yandex Mail, [Link], iCloud Mail
6.5 Opening an Email Account (Gmail Example)
Steps:
1. Visit Google Sign Up
2. Fill in personal details
3. Verify phone number via SMS or call
4. Enter verification code
5. Access Gmail and other Google services
6.6 Composing an Email
• Click Compose in Gmail
• Fill in:
o To: Recipient’s email
o Cc/Bcc: Additional recipients
o Subject: Summary of the message
o Body: Main content
• Click Send
6.7 Sending an Email with Attachment
• Click Compose
• Click the paperclip icon
• Select file (up to 25 MB)
• Click Open to attach
6.8 Formatting Text
Options include:
• Bold, Italics, Underline
• Font type, size, color, background
• Indentation
• Bullets and numbering
6.9 Email Actions
Action Description
Inbox Stores incoming emails
Starred Marks important emails
Sent Mail Stores sent emails
Drafts Stores unsent or saved emails
Spam Stores unwanted or suspicious emails
Trash Stores deleted emails
Other actions:
• Reply: Respond to sender
• Forward: Send email to another person
• Print: Print email content
• Delete: Remove email from inbox
6.9.6 Adding a Signature
Steps:
1. Go to Gmail Settings
2. Scroll to Signature section
3. Enter signature text (name, contact info, etc.)
4. Click Save Changes
6.10 Creating Folders/Labels
• Gmail uses labels to organize emails
• Steps:
1. Click More under labels
2. Click Create new label
3. Name the label and click Create
Short Answer Questions
1. What is an Email? Email (Electronic Mail) is a method of exchanging digital messages
over the Internet using electronic devices.
2. How can an email text be formatted? Email text can be formatted using options like
bold, italics, underline, font type, size, color, bullets, and alignment tools available in the
email editor.
3. How can a file be sent with an email message? By clicking the paperclip icon in the
email composer, selecting the desired file (up to 25 MB), and attaching it before sending.
4. What is the difference between replying and forwarding? Replying sends a response to
the original sender, while forwarding sends the received email to a new recipient.
5. How do you clean the inbox of unwanted emails? By marking them as spam or deleting
them, which moves them to the Trash folder.
6. How do you add a signature to email? Go to email settings, find the Signature section,
type your desired signature, and save the changes.
Fill in the Blanks
1. Email stands for Electronic Mail.
2. Websites offering free email services are Gmail, Yahoo, and Outlook.
3. An Inbox is the main folder where incoming mail gets stored.
4. All deleted mails are placed in the Trash folder.
5. CC is used to send a copy of message to a person.