The document discusses email and its use in libraries. It provides information on obtaining email accounts, email protocols, the parts of an email, and mail folders. The advantages of email for libraries include fast communication, low costs, marketing and collaboration capabilities. However, disadvantages include potential viruses, spam emails, and unsuitability for official documents. Overall, the document presents email as a versatile and indispensable tool for modern libraries.

1. Dheeraj Singh Negi
dheerajnegi3@gmail.com
10/7/2014
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Introduction
Obtaining an E-mail Account
The Mail Folders
The parts of an email
E-mail Protocols
Advantages and Benefits of Email for a Library
Service
Disadvantages of emails
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 Email is a short word for electronic mail.
You create texts and send them over a network
of computers. The first emails go back to the
1960s. The invention has influenced our lives
and emails have become a popular means of
communication.
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 Send mail electronically via the Internet
 Requires an account on a mail server and
supporting software on your PC
 The username and password will allow you to
access your account
 All e-mail programs allow you to Send,
Compose, Reply, and Forward mail
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 You will need an e-mail server (post office) in
order to send and receive e-mail.
 You can obtain an account in school
 You can pay for an account through an ISP such as
AOL
 You can get free accounts:
 www.hotmail.com
 www.yahoo.com
 www.gmail.com
 www.rediffmail.com etc
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 E-mail is less private than US mail
 If you need privacy, send a letter
 Every mail server has terms that you must agree
to
 No copyright infringements
 No harassing or stalking
 No junk mail or spamming
 No intentional sending of viruses
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 Inbox – new messages as well as messages that
have been read
 Outbox – messages not yet sent
 Sent items – messages that have been sent
(moved here from outbox)
 Deleted items – messages deleted from any
folder
 Custom folders – additional folders created by
the user
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 Every e-mail address is unique and consists of
two parts, a user name and a host computer
 The @ sign is required
 The host computer can be omitted if you are
logged onto the same network or host computer
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 POP Client – Post Office Protocol
 Lets you work without being connected to mail server
 Upload to send mail - Download to read mail
 Allows almost any e-mail program to access e-mail from
server
 IMAP – Internet Message Access Protocol
 Permits a "client" email program to access remote
message stores as if they were local
 Enables user to access messages from more than one
computer
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 To : enter the exact email address of your
recipient (remember: name@provider.domain)
 For multiple recipients, separate each address
with a comma
 CC : carbon copy
 BCC : BLIND carbon copy – is anonymous
 Subject : the topic of your email – very important
 Body : the message of your email
 Attachments : the paperclip symbol - files or
photos
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 Communication can be tough with written
correspondence. No body language or facial
cues to help.
 Err on the side of too formal
 Punctuation & spelling
 Greeting & closing signature
 ATTACH a file from a flash drive
 Click on SEND to mail your letter
 Message will now appear in your SENT folder
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 Alerting Services (online notice)
 Circulation based services(over due reminder )
 Current awareness
 Solve the requirement by faculty(article, online
news etc.)
 Ask librarian
 Online chat
 Fast and low cost
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Email has reached a high level of popularity due
largely to the convenience of it. Messages move
quickly and lots of information can be shared in the
body of the email or through attachments. Emails
are easily archived and searched. Emails offer the
writer a chance to think through his thoughts and
present a professional level of communication.
Library use email to solicit new users , provide
library service and keep library staff in the loop on
developments. Email's versatility makes it an
indispensable part of any modern Library.
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Email is a faster means of communication and
correspondence. With email, Librarian are not held
up by delays commonly experienced when sending
correspondence in the mail. Additionally, emailing
documents is faster than faxing. In just a click of a
button, Library staff can send time-sensitive
information to anyone in the world and the recipient
gets the message almost instantaneously. This type
of fast, effective exchange allows people to stay on
top of projects, respond to communication requests
with more efficiency and be more productive
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Library can keep costs down by using low cost or
free web email services. Many documents that
used to be sent through the mail at regular
postage rates can be sent by email. These
savings add up significantly over time. Money is
also saved by the speed of email. Modifying a
proposal and responding to users needs quickly
might make the difference between a made sale
and a lost sale.
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 Marketing is a major l use of email. A well-run
email marketing campaign is effective,
inexpensive and builds good will with users.
 Library can be sell of library product and service
by email.
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 Email can be sent to multiple people and groups for
use as a collaboration or training tool. This may
come in the form of a survey or request for feedback
from customers. It can also be used for drafting
business proposals with partners and keeping
employees in the loop on new procedures or
projects. Email allows the participants to work
together at their own speed, rather than under the
pressure of a conference call or in-person meeting. It
also means that a good record of the work is
maintained for future reference
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E-Marketing Journal states that email offers
customers a quick and easy way to provide a
company with feedback on products and
services. Customers can even contact company
customer service representatives by email, and
often have their concerns addressed via email.
Email provides customers and companies with
documentation, which can be useful when
certain issues need to be verified.
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 Emails may carry viruses.
 These are small programs that harm your computer system.
 They can read out your email address book and send
themselves to a number of people around the world.
 Many people send unwanted emails to others. These are
called spam mails.
 It takes a lot of time to filter out the unwanted emails from
those that are really important.
 Emails cannot really be used for official business documents.
 They may be lost and you cannot sign them.
 Your mailbox may get flooded with emails after a certain time
so you have to empty it from time to time
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