Create and Send E-mail Messages

Overview of sending an e-mail message

When you wish to send an e-mail message, just as in receiving an e-mail message, you should first log onto the server (or your address for your web based webmail).

Sending an e-mail, is as its name suggests, much the same as sending a letter. The main difference is that the e-mail is delivered almost instantly, although there is no guarantee that the e-mail is read instantly, it will usually be delivered to the recipients mailbox instantly, ready for them to read when they next open their e-mail program. There can be of course problems caused by internet issues such as server problems or more commonly, misspelling of the recipients e-mail address,.

Essentially all e-mails sent from computer work by the same method. They require that you have access to an e-mail server. In terms of sending, the server’s job is to take your message and be sure it gets on the Internet to go to the recipient. Typically the server will also maintain a file of “sent messages” so you have an automatic record of all correspondence.

How to send an e-mail

The first step in sending an e-mail is to log on to the server. Depending on your server, you may have to fill in your username and password first, if you are using webmail, this will usually be the case. However if you are using a piece of email software your username and password might be recorded.

There are many different e-mail systems available and the samples shown here might look similar but not exactly like your particular setup.

You will then be logged on to the server. Every e-mail program will give you a way to create a new message. In the example, you would click on New E-mail button, located in the screen’s upper left-hand corner.

Your new message appears. You must fill in the To box, this should contain the recipient’s address (no blank spaces allowed). An e-mail address consists of the username (example: john_smith) followed by the @ sign, followed by the domain name (an example might be hotmail.com or temp.isp.net). All elements must be present for the e-mail address to be complete and the email to be sent.

It is a good idea (but not absolutely necessary) to also fill in the Subject line, since that gives your recipient an idea of why you are writing, some email programs will flag an error if this is not completed. Your e-mail message is then ready for you to type your message, this goes in the blank space.

You might see other options near the address box. Cc sends a copy to another person or persons. Bcc sends a copy to another person, but hides that fact from the original recipient.

Depending on the software or method used, you might receive a message confirming that your e-mail has been sent. If you want to be sure, most software allows you to attach a read receipt that can be used to confirm whether an email has been read.

This animation shows how to compose and send emails.

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