E-mail Writing (Third Year)

Email is short for Electronic mail (Email). It is the easiest and cheapest form of communication.

Emails are of three types:

1. Formal email:

Ø  Written to an officer, Principal, Professor, Boss, Superior, etc.

Ø  Accuracy and grammar (spelling and punctuation) are very important

Ø  Must always be professional

2. Informal email:

Ø  Written to friends and family

Ø  Accuracy and grammar (spelling and punctuation) are not important

Ø  You can make up your own rules

3. Semi-Formal email:

Ø  Written to people who know each other fairly well.

Ø  To get/pass information or ask/share something

Advantages of Email Writing

ü  It is the cheapest form of communication.

ü  Email is useful for contacting and sharing information with large groups.

ü  It creates a written record of the communication.

ü  Email writing allows for immediate communication to take place.

ü  Email can be done from anywhere, anytime.

Disadvantages of Email Writing

ü  The internet is essential for both sending and receiving email.

ü  Viruses spread easily through email attachments.

ü  Many junk emails can be received.

ü  The reader's decision to read the email remains uncertain.

ü  The information can be exploited for identity theft.

Understanding Email Addresses

Email addresses have a standard format with a username,@ (at the rate) symbol, and email service provider’s domain name . (dot)com

The user’s name is the name one selects for oneself.

A user name can be:      rohit  or rohit123  

Examples of standard email addresses:  [username@domainname.com]

                                  rohit123@gmail.com

                                  rohit123@yahoo.com

                                  rohit123@hotmail.com/ rohit123@outlook.com

Above mentioned domains are most popular email service provider. Besides that, some web domains do not end with .com. Depending on the specific organization, the domain of your provider may conclude with a suffix such as .gov (for government websites), .edu (for educational institute), .mil (for military branches), or .org (for non-profit organizations).

 

Elements of Mail Writing

Both formal and informal mail writing share certain elements. These elements are:

From

TO

Cc/Bcc

Subject

Greeting / Salutation

 Main body

Closing

Signature Line

Attachments

 NOTE: CC stands for Carbon Copy (CC) whereas the BCC stands for Blind Carbon Copy (BCC).

 

Multiple Choice Questions (For Practice)

 1. In which one of the following country, email was invented?

a) Norway

b) Spain

c) America

d) Canada

2. Who is credited as the inventor of email?

a) Charles Babbage

b) Elbert Einstein

c) Ray Tomlinson

d) Michael Faraday

3. To compose a new message or email, on has to click on the following

a) Compose Mail

b) Starred Folder

c) Trash Mail d) Sent Mail

4. How do you properly format an email?

a) Subject, Body, Signature, Closing

b) Subject, Salutation, Body, Signature

c)Signature, Body, Salutation, Subject

d)Subject, Salutation, Body, Closing, Signature

5. Drafts are ________.

a) Received Mails

b) Sent Mails

c) Starred Mails

d) Any message you are writing until you send it or trash it

6. Which of the following is not a term pertaining to E-mail?

a) PowerPoint

b) Inbox

c) Sender

d) Receiver

7. Which of the following is a correct format of Email address?

a) name@domainname@com

b) name@domainname.com

c) www.nameofebsite.com

d) name.website.com

8. Sending an e-mail is like

a) picturing an event

b) narrating a story

c) writing a letter

d) creating a drawing

9. Which field contains the address of the email sender?

a) From

b) Send

c) To

d) Receive

10. If email is sent to more than one person, the email address is separated by a_________?

a) comma

b) Plus

c) Equal Sign

d) –

11. The _____ symbol is used to separate the username and domain name in Email Address?

a) #

b) $

c) %

d) @

12. The abbreviation CC in email stands for what?

a) Copy Cat

b) Clue Copy

c) Carbon Copy

d) Coins Copy

13. What does BCC mean in email?

a) Business Carbon Copy

b) Blind Carbon Copy

c) Best Carbon Copy

d) None

14.  In order to access your email account, you will require both your username and your _______.

a) Home Address

b) Domain Name

 c) Password

d) None of these

15. What are the advantages of an email?

a) Free Delivery

b) Global Delivery

c) Instant Delivery

d) All of these

16. What type of files you can send in attachment?

a) Text

b) Images

c) Audio

d) Any type of file

17. What is attachment size limit in Gmail?

a) 10 MB

b) 15 MB

c) 20 MB

d) 25 MB

18. How does an email duplicate itself and send to another recipient?

a) Reply

b) BCC

c) Reply All

d)Forward

19. One can _________ an email if s/he wants to remember it is important, and this also puts the email into a special folder for easy access

a) Star

b) Draft

c) Label

d)Reply

20.  Emails received without prior consent may undergo sorting and division into ______.

a) inbox

b) spam

c) sent mails

d)draft