Electronic Mail (E-Mail Services) - SS2 ICT Past Questions and Answers - page 2

To compose and send an e-mail, follow these steps:

• Log in to your e-mail account.
• Click on the "Compose" or "New" button.
• Enter the recipient's e-mail address in the "To" field.
• Add a subject to briefly describe the e-mail's content.
• Write the main message in the body of the e-mail.
• If necessary, attach files by clicking on the attachment icon.
• Review the e-mail for accuracy and completeness.
• Click the "Send" button to deliver the e-mail to the recipient's inbox.

Users can manage their e-mails by creating folders to categorize and organize messages. For example:

 

• Create folders with labels like "Work," "Personal," "Travel," etc.
• Move relevant e-mails into these folders to declutter the inbox.
• Use rules or filters to automatically route certain e-mails to specific folders.
• Archive old e-mails into separate folders to keep the inbox clean.
• Regularly review and clean up folders to maintain organization.

• CC (Carbon Copy) and BCC (Blind Carbon Copy) are fields used to send a copy of an e-mail to recipients other than the main recipient:

 

• CC: Recipients listed in the CC field can see who else received the e-mail. They are not the primary recipients but are informed of the message.

 

• BCC: Recipients listed in the BCC field remain hidden from each other. They receive a copy of the e-mail, but their identities are kept private from other recipients.

Verifying identity is crucial for security reasons during e-mail account creation. It helps prevent unauthorized access and ensures that the account owner is genuine:

 

• It reduces the risk of impersonation and fraudulent account creation.

 

• Verifying identity through phone numbers or alternate e-mail addresses adds an extra layer of security.

 

• It safeguards personal information and sensitive data associated with the e-mail account.

Archiving and deleting serve different purposes:

 

• Archiving: Moves e-mails out of the inbox into a separate archive folder. E-mails are stored for future reference without cluttering the main inbox.

 

• Deleting: Removes e-mails permanently from the account.

Users might choose to archive instead of delete because:

• They want to retain important e-mails without losing them.
• Archiving maintains a record of communication for legal or reference purposes.
• Archiving helps keep the inbox organized and clutter-free.