How to Make an E‐Mail
Making and sending an email is a lot like writing a letter: there's no "right" way to do it, but there are some common rules that most people use. If you're new to the world of email, don't worry! Setting up an email account and sending your first email is easy — it shouldn't take more than about 15 minutes.
Looking for specific instructions for composing email messages like how to get an account, which buttons to press, and so on? .
Learn the pros and cons of email compared to traditional mail.Email uses the same medium as "snail mail" — text. However, the two forms of communication are far from identical. Email offers many benefits over traditional mail as well as a few negatives.
- Pros: Sent instantaneously Easy for your recipient to respond right away Generally requires a less formal tone Email programs automatically keep track of correspondences for you Appropriate for: most business correspondence, non-formal tasks, conversations with friends, relatives, etc.
- Cons: Less personal Carries less weight (for example, sending an email to someone who's just lost a relative isn't as meaningful as sending a handwritten letter) Not appropriate for: Intensely personal matters, very formal correspondences
Display important information as quickly as possible.One of the most important rules of writing great emails is tobe as brief as possible. An easy way to do this is toposition it at the top of the emailso that it is as visible as possible. For example, if you're emailing an online merchant to ask for a refund, you might start your email with: "Greetings. I am writing to request a refund on a recent purchase I made with you." Putting this in the first line of the email ensures the recipient will get the message right away.
- As another example, if your message requires a quick response, you might put the word "URGENT" in the subject line to make this obvious, rather than hiding this information deep in the text of the letter. This is the email equivalent of marking a letter's envelope with a message like "response requested immediately."
- Some digital sources recommend putting information in the body of the email instead of in an attachment when possible. The reasoning for this is that every additional action needed to access the information will make the recipient less likely to read it.
Tend toward shorter paragraphs.Email doesn't lend itself well to long, block-like stretches of text. Reading a long, detailed email can be torture for many recipients. Words on a computer screen often look denser and less detailed than those in a real letter, making them uncomfortable to read for long stretches.In addition, computer users are often used to getting the information they need from their emails quickly and directly, rather than having to dig through long, roundabout paragraphs. For these reasons, it's best to be quick, terse, and to-the-point in your emails.
- One email etiquette authority recommends limiting your emails to just a few paragraphs and no more than 25 lines of total text whenever possible.
Be prepared for a slightly more "relaxed" tone than with normal letters.Unlike with normal letters, when you write an email, you can reasonably respect a response within a day or two. Sometimes, your recipient may write back in just a few minutes! The speed of email correspondences has led to the wide popularity of using a semi-formal tone for "serious" email correspondences. While some very grim or serious occasions will still call for a formal tone, don't surprised to see somewhat casual standards for tone (as well as spelling and grammar) in everyday emails.
- For example, it's common for customer service representatives to take a friendly, familiar tone when writing emails to customers. You may see emails that start with the greeting "Hi" and that include non-formal features like colloquialisms and exclamation marks.
Make your emotional intent as obvious as possible.As with real letters, it can be more difficult to detect emotional subtleties in email text than in personal conversations or even phone calls. Things like sarcasm, double entendres, and subtle emotional cues don't "translate" well to text. Since it's easy to be misunderstood, try to make your intentextraclear whenever you think there's a chance your text may be taken the wrong way. Below are a few ways you may want to do this:
- Bold,italicize, or CAPITALIZE words for emphasis. Example: "Yeah, that will definitely work" versus "Yeah, that will DEFINITELY work."
- Use short disclaimers to explain yourself. Example: "I'm going to kill the boss" versus "I'm going to kill the boss (kidding!)"
- Use emoticons — smiley faces made from text characters. Example: "Gee, have a real great trip" versus "Gee, have a real great trip :-)"
Getting an Email Account
Pick your preferred email service.Today, there are a wide variety of free email services available online. Some offer slightly different features than the others, but most are virtually identical. To get started, pick the email service that you'd like to use. You may also want to click to read a consumer report about the various choices available.
Visit your email service's home site.Once you've chosen the email service you'd like to use, visit its official site to get started. Below are links for the email services discussed above. Click the one you want to visit its website — you may want to bookmark the site you use for future reference:
- Yahoo! Mail:
- AOL Mail:
Click the "create an account" link.The first time you visit the site for nearly any major email service, you will see instructions for either logging into your existing account or creating a new one. Since you don't already have an email account, you'll want the latter option. Look for an option on the page that says something like "Create a new account" or "Don't have an account yet? Click here."
- On the Gmail page, you'll want to click the small blue "Create an account" below the text boxes for your username and password.
Choose an address and password.Your email address is a lot like your real-world mailing address. It will appear on any messages you send and other people will have to know it to send you any messages. Choose this and your password on the following screens — they should both be things that you can remember easily, but your password shouldn't be something that's easy for others to guess.
- Most email providers will restrict the characters you can use for your address and password. With Gmail, you can use letters, numbers and periods for your address. You can use these and other special characters (like exclamation points) for your password.
Provide the necessary information to complete the sign-up form.Signing up for nearly any free email account is extremely simple. Supply the information you are asked for by typing it into the appropriately-labeled boxes. Click the "Next," "Continue," or "Finish" button to proceed.
- For Gmail, you will be asked to provide:
- Your name
- Your date of birth
- Your gender
- Your mobile phone number
- Your country
- Any current email address you use
- In addition, you'll be asked to identify numbers in a photograph to prove you are human.
Agree to the terms of service and submit your form.Most email providers will require you to check a box that signifies that you have read and agreed to the provider's terms and conditions before you can sign up for an account. Once you've done this, click the "Next," "Continue," or "Finish" button to create your new account.
Writing an Email
Select the "Compose New Email" button to start writing.Congratulations! You've just created your first email account. In this section, you'll write and send your first email. After you create your account, most email services will start you at a "home screen" that shows the emails in your inbox (usually in the middle of the screen) and gives you various options for managing your emails (usually along the top and sides of the screen). Look for a button that says something like "Compose Email" or "New Email" to get started.
- In a Gmail account, the button you're looking for is the red "Compose" button in the top left.
Type your message in the body field.You should now be looking at a large text box with several small, blank fields at the top and a big, blank field at the bottom. The big space at the bottom is where you want to write your message. There aren't any real "rules" forwhatorhowyou write your email, but, in general, most emails read very similarly to physical correspondence like letters, cards, business messages, etc. See our letter-writing article for tips on how to write great letters or for email-specific tips.
- In Gmail, the field you'll want to type in it the big white box beneath the "To" and "Subject" fields.
Type your recipient's email address in the "To" field.When you're finished with your message, you need to specify who you want to send the message to. Click the "To" or "Recipient" field, then type in the email address of the person you want to send your message to. This will always contain an "@" sign and end with the recipient's email domain, like this:.
Use the "Cc" and "Bcc" options if desired.Sending the same email to multiple people at once is easy. You will generally have three options:
- Simply list multiple addresses under the "To" field, separated by commas, like this:, . Every email you list will receive the email
- Cc:This stands for "carbon copy." List email addresses here to have copies of the email sent to these addresses. Cc: is usually used for people that are not the intended target of the email but who would benefit from seeing it.
- Bcc:This stands for "blind carbon copy." List email addresses here to have copies of the email sent to these addresseswithout anyone else knowing.In other words, people listed under the Bcc: will get the email, but won't appear on other recipients' copies.
- In Gmail, when you click the "To" field, buttons for "Cc" and "Bcc" will appear in the top right corner.
Give your email a subject.Under the "Subject" header, write a brief description of your email. You don'thaveto do this, but it's nice to give your recipient some idea of what they're about to read.
- It's common to use the abbreviation "re:" here. For instance, if you're emailing a customer about a refund request, you might give your email the subject "re: Refund request."
Optionally, add an attachment to your email.Just like letters aren't the only thing you can send in the mail, text isn't the only thing you can say with email. You can send pictures, spreadsheets, slideshows, and much more with your email account — basically, if you can find it on your computer, you can usually send it. To add an attachment, most email services have an "Add attachment" option or else an icon that looks like a paper clip.
- On Gmail, the attachment button is the small paper clip button at the bottom of the email box. To attach a file, click this, then locate the file on your computer that you want to attach and click "Open" or "OK" to attach it. You may proceed to send your email normally after this.
- Note that most email services have limits to the size of the attachment you can use. For Gmail, this is 25 megabytes, though you can get much more if you use Google Drive.
Give your email a final once-over and send it!When your email is written and you've filled out all of the necessary fields, it's ready to be sent. Usually, the button for sending an email says "Send" or looks like an envelope with an arrow extending from it.
- In Gmail, the button you're looking for is the blue "Send" button in the bottom left corner.
- After you send your email, your message will appear in the recipient's inbox (usually within a minute or two).
- Believe it or not, academics and professionals have actual spent time analyzing what makes a truly "great" email. Click for an in-depth look at this subject.
- Business and professional emails tend to be a little more formal than ordinary correspondence between friends and family members. See our article on writing formal emails for specific composition tips. You may also like How to Write Business Emails.
- Can't find what you're looking for above? Check out our selection of email and instant messaging articles for a wide variety of articles on electronic communication topics.
- Don't include personal information in your emails (like your address, phone number, Social Security number, etc.) unless you're e-mailing someone that you absolutely trust. Once you send your e-mail you have no control over what your recipient does with it.
Video: How To Create Email ID In Android Phone / एंड्राइड फोन में ईमेल आईडी कैसे बनाते है
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