Email

E-MAIL
ELECTRONIC MAIL (E-MAIL)
Definition:
E-mail is the technology of sanding and
receiving electronic messages over the internet
Email is the most widely used and popular form
of communication over the internet
E-mail systems are based on a store & forward
model in which E-mail server systems accept,
forward, deliver and store messages on behalf of
users, who only need to connect to the e-mail
infrastructure
ADVANTAGES OF E-MAIL
It enables speedy communication .
It is reliable.
It is inexpensive
It can be automated to perform certain task
automatically.
Its messages are always easy to locate.
Its easy to send your messages to more than
one person.
More delightful fast and rich media presentation
for receiver
STRUCTURE OF EMAIL
An electronic mail message consists of two

components:
Message header:
The message header contains control
information, including an originators email
address and one or more recipient addresses.
Usually additional information is added, such as a
subject header field.
Message body: which is the emails content
The message header should include at least the

following fields:
From The e-m addresses, and optionally the name of the
: ail author or sender.
To: The e-mail address of the messages recipient,
Indicates primary recipients (multiple allowed)
Bcc: Blind carbon copy addresses added to the SMTP ;
delivery list but not (usually) listed in the message data,

remaining invisible to other recipients.
Cc: Carbon copy, Many e-mail clients will mark e-mail in ;

your inbox differently depending on whether you are in
the To: or Cc: list.
HEADER FIELD
Date: The local time and date when the

message was written, automatically attached
while sending.
Subject: A brief summary of the topic of the
message.
Message-ID: Also an automatically generated
field; used to prevent multiple delivery .
Attachment: Attachment contain the name of
files . That you want to send. example a world
document
To deliver mail ,a system must use an addressing

system with unique addresses
Address consist two parts :
1.
Local part
2. Domain name
These are separated by @ sign.
EMAIL ETIQUETTE
SOME OF THE ETIQUETTE RULES

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Be concise and to the point

Answer all questions, and pre-empt further
questions
Use proper spelling, grammar & punctuation
Avoid discussing private concerns and issues
Do not attach unnecessary files
Use proper structure & layout
Do not write in CAPITALS
Do not overuse Reply to all
Read the email before you read
Do not forward chain letters.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Use templates for frequently used responses

Keep your language gender neutral
Avoid long sentences
Avoid using URGENT and IMPORTANT
Use a meaningful subject
Mailing: use the bcc: field or do a mail merge
Use active instead of passive
Dont forward virus hoaxes and chain letters
Dont reply to spam
Do not copy a message or attachment without
permission.
HOW DO YOU ENFORCE EMAIL

ETIQUETTE
Create a written email policy

This email policy should include all dos &
don'ts concerning the email the use of the email
system
Employees must be trained to fully understand
the importance of email etiquette.
Implementation of the rules can be monitored
by using email management software and email
response tools.
THREATS TO EMAIL SECURITY

1.
Viruses & Worms:
Self replicating,
malicious codes that attach to an application
program or other executable system
component and leave no obvious signs of their
presence
Can arrive via emails or downloads
Can slow down your companys systems
2. SPAM:
Indiscriminately sent unsolicited, unwanted,
irrelevant or inappropriate messages, especially
commercial advertising in mass quantities.
Also know as junk mail

Why is Spam a threat?
Spam may contain worms, viruses, and other
malicious code
3. Phishing:
Occurs when ID thieves trick people into providing their
Social Security number, financial account numbers, PINs,
mothers maiden name and other personal information by
pretending to be someone they are not.
By creating a website identical to the secure site

User is sent email requesting them to log in, and providing
a link to the bogus site
When user logs in, password is stored and used to access
the account by the attacker
Difficult to guard against, particularly if using HTML email

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What are the main components of an email?

What are the main components of an email?

What are some advantages of using email?

What are some advantages of using email?

E-MAIL

ELECTRONIC MAIL (E-MAIL)

An electronic mail message consists of two

The message header should include at least the

To: The e-mail address of the messages recipient,

Indicates primary recipients (multiple allowed)

Bcc: Blind carbon copy addresses added to the SMTP ;

delivery list but not (usually) listed in the message data,

Cc: Carbon copy, Many e-mail clients will mark e-mail in ;

Date: The local time and date when the

To deliver mail ,a system must use an addressing

These are separated by @ sign.

SOME OF THE ETIQUETTE RULES

Be concise and to the point

Use templates for frequently used responses

HOW DO YOU ENFORCE EMAIL

Create a written email policy

THREATS TO EMAIL SECURITY

Viruses & Worms:

Also know as junk mail

By creating a website identical to the secure site

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