Email - Why You Need it and How to Use it

Email is without a doubt the number 1 application used on the Internet. For many it is the main reason that they use the Internet.

Although email is a relatively old and trusted method of communication it is still not used by many, even though it has many advantages over the other main communications method –the telephone.

Which is all the more surprising as it is in general free. Most of the software you will already have, and free email accounts are almost always provided with your Internet connection;however you should try to avoid them- see email addresses below.

Besides being an excellent communication tool is is also an excellent promotional tool and should certainly be considered by business of all sizes. See Small Business Email Marketing for more details.

Getting Started with Email

There are two thing you need to start sending and receiving email:

An Email Account- Provided normally by your ISP but can be purchased separately and free ones like Yahoo, Gmail are also Available. Email accounts will be discussed later in more detail.
An Email Client- Outlook Express is a free Email client included on all Windows systems.

Email Accounts

An email account consists of two components and email address and a mailbox. Mailboxes are located on email servers on the Internet and are used to store the emails (like a post box for normal mail).

The mailbox and the email address are linked together but it is important to understand that they are two separate things. Because of this it is possible to have several email addresses all linked to a single mailbox.

Email Clients

The job of the email client is to connect to your mailbox on the Internet and allow you to send and read your email. There are two common email clients in use, they are so called POP3 clients like outlook Express, and web based clients like Internet Explorer.

The main benefit of using web based email is that you can access your email from anywhere . This makes it an ideal solution for anyone who travels frequently and requires email access while on away on business or even on holiday.

An account that allows access via POP3 and Webmail is ideal and these type of email accounts are what you should look for, especially if you travel a lot.

Email Addresses

Your email address serves the same function in the email world as your telephone number in the telephone world or your postal address in the postal system…. It identifies you (more precisely- your mailbox).

Most use the email address(es) provided by their ISP. Although convenient it does have a big drawback, in that it can make it very difficult to move ISPs ( see changing ISP).

A better alternative, and a must for a small business is to register your own domain name and use the email facilities that come with it.

Email Benefits

Email is very low cost and can be used to replace:

Telephone conversations -Example:- When my sister was on holiday in Australia. She let me know how she is getting on via email. Telephone costs between UK and Australia are high and there is a 12 hour time difference! Email costs nothing and I could read it when I wanted, and she could send it when she wanted.
Posted letters, invoices etc- Example: All of the training companies I deal with use email . All of my invoices are emailed. If they need a paper copy they can print it. It save me postage and printing and it is quicker and I get an acknowledgement email to say they have received it.
Brochures and leaflets
etc

Email has many uses and many advantages for small businesses and individuals. If your are not using it perhaps its time you should.

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