What is Email? – Definition, Email Accounts, Disadvantages, and More

Email Definition

Email allows people to send and receive messages over the internet. They can be text messages, images, videos, audios, or URL links.

The operation of an email is effortless and similar to traditional postal mail.

Both allow you to receive and send messages, which arrive thanks to an email address that you have to create.

Each email has its mailboxes, which are the servers that temporarily store the messages until the recipient opens and reads them.

What are the main email accounts?


  • It is undoubtedly the Number One of the free emails. It works since 2004 and belongs to the Google company. Creating a Gmail account is very simple.
  • The millions of users who choose this option are thanks to the tools and tasks it offers and its constant updates.


  • It is a program that Microsoft has developed for Windows. It was previously known as Hotmail. The Outlook interface is similar to other email systems.
  • It has a list of folders on the left, an inbox, drafts, sent, etc.


  • It is the third-largest email provider in the world, behind Gmail and Outlook. It has a modern and very intuitive design.
  • Creating a Yahoo account is very easy, and you only have to access its official page.
  • It allows the user to quickly locate the inbox with the spam, deleted messages, and the list of folders to organize the emails themselves.

Zoho Mail

  • It is a set of web applications created by an Indian company in 1996.
  • To be able to use them, registration is mandatory, and most of the apps are free.


  • It is a cloud storage system from the Apple company, which has been running since 2011.
  • If you have an iPhone or iPad, you will have an iCloud email account. It is less functional than other emails, and you cannot customize it.

How to send an email?

For each message, follow these five steps:

1. Open the email service

There are several applications or software to manage email. Also, through browsers, you can connect to the webmail where the email address exists.

2. Indicate the email address of the recipient

You must indicate the email address to which the message sent. Otherwise, there is to address to send it. Here you can also decide to send the news with a copy to another person.

3. Write the subject of the message

The subject tells the recipient what the email they received is about. It should be like a title: specific, appropriate, relevant, and meaningful.

4. Develop the message

It should be written as if we were talking to the person we are addressing. Thus, the message must have a greeting, a body, and closing or farewell, according to the subject, the recipient, and the purpose of the message.

5. Send the message

Before sending a message, we must ensure that the message is understandable and friendly, easy to read, and if it is essential.

What are the Advantages of Email?

Convenient and fast

  • Opportunity to review and correct the message to send.
  • The received message can be read, forwarded to another person, printed and archived.
  • The message goes from seconds to minutes; this does not mean, however, that the recipient will read it immediately upon reaching their mailbox.

Global communication

  • It allows creating groups with common goals separated by great distances.
  • For example, a group of scientists from different parts of the country or the world can form a professional network to exchange information and socialize.
  • People with the same interests can argue and talk without worrying about transportation.

What are the Disadvantages of email?

Inefficient use of email can cause serious problems, of which we can mention:

Interruptions and waste of time

  1. Programs that handle emails have an alert system for when new messages arrive.
  2. Many times, this is counterproductive, since it makes us lose concentration on what we are doing.

Email overload

  1. When you forward messages, think if necessary, an unwanted message seen in the wrong way, and also saturates the internet.
  2. Overloading messages can increase a person’s stress levels, especially in their work environment.

Sender unawareness

  1. It is much more common to receive a message from an unknown sender by email than by physical letter.
  2. We don’t know his intentions or his personality, nor are we sure who he is.

Computer viruses

  1. Files sent via email that can harm the computer’s operating system.
  2. These are computer viruses. Therefore, you must be careful when opening a file of a dubious origin.

Also Read: What is Cold Calling? – Definition, Differences, and More

MORE INFO:- technnolog


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