Advantages and Disadvantages of Email

On previewing the highly developed and sophisticated technicalities, definition of email can simply be stated as, 'a form of mail sent electronically'. The email was first used in 1965, facilitating the users over a computer network to communicate with each other. SDC's Q32 and MIT's CTSS were the first computer systems to use the email for communication. In 1966, this mailing service was introduced to common users.

Email
The abbreviated form of electronic mail is 'email'. It is a system used for creating, sending and storing textual data in the digital form over a network. Earlier, the email system was based on the Simple Mail Transfer Protocol (SMTP) mechanism, a protocol used for sending emails from one server to another. Today's email technology uses the store-and-forward model. In this model, the user sends and receives information on their own computer terminal. However, the computer is used only for connecting to the email architecture. The creation, transmission and storage of email takes place only when the connection with this email architecture is established.

Email is one of the many technological developments to have influenced our lives. It has changed the medium of communication. So, it becomes necessary for us to look at the benefits and problems from this popular mailing tool.

Advantages of Email
There are numerous benefits of using an email service. These benefits are compiled in an easy-to-understand manner for the readers.

• Easy to use: Sending an email frees us from the tedious task of managing data for daily use. It helps us manage our contacts, send mails quickly, maintain our mail history, store the required information, etc.
• Speed: An email is delivered instantly and anywhere across the globe. No other service matches the email in terms of speed. You can send the same message/mail to multiple users simultaneously; thus, a lot of time is saved.
• Easy to prioritize: Since emails come with a subject line, it is easy to prioritize them and ignore the ones that are unwanted.
• Reliable and secure: Constant efforts are taken to improve the security in electronic mails. It makes the email one of the secured ways of communication.
• Informal and conversational: The language used in emails is generally simple and thus, makes the process of communication informal. Sending and receiving emails takes less time, so it can be used as a tool for interaction.
• Easier for reference: When a person has to reply to a mail, he/she can use the provision of attaching previous mails as references. It helps refresh the recipient's know-how on what he is reading.
• Automated emails: It is possible to send automated emails using special programs like the autoresponders. The autoresponders reply only to those messages with a generalized, pre-written text.
• Environment friendly: Postal mails use paper as a medium to send letters. Electronic mail therefore, prevents a large number of trees from getting axed. It also saves the fuel needed for transportation.
• Use of graphics: Colorful greeting cards and interesting pictures can be sent through emails. It adds value to the email service.
• Advertising tool: Nowadays, many individuals and companies are using the email service to advertise their products, services, etc.
• Cheap Service: The expenses incurred in using an email service are less. However, it also depends on whether you have an Internet connection at home.
• Data Storage: The providers of email service offer enough space for data storage. Also, the process of sorting and arranging mails as per the subject, date, etc. is made quite easy for users.
• Provision of Attachments: The feature of attachments allow users to send huge chunks of data in the same mail. Also, sending attachments doesn't raise the cost as in the postal service.

Disadvantages of Email
The email service, though beneficial in our day-to-day life, has its own drawbacks that are off late coming to the fore.

• Viruses: These are computer programs which have the potential to harm a computer system. Viruses copy themselves and further infect the computer. Recipients need to scan the mails since, viruses are transmitted through them and have the potential to harm computer systems.
• Spam: Emails when used to send unsolicited messages and unwanted advertisements create nuisance and are termed as spam. Checking and deleting the unwanted mails can unnecessarily consume a lot of time. It has therefore, become necessary to block or filter unwanted emails by means of spam filters. Spamming is practiced by sending hoax emails. Email spoofing It is another common practice, used for spamming. The act of spoofing involves deceiving the recipient by altering email headers or addresses from which the mail is sent.
• Hacking: The act of breaking into computer security is termed as hacking. In this form of security breach, emails are intercepted by hackers. An email, before it is delivered to the recipient, "bounces" between servers located in different parts of the world; hence, it can be hacked by a professional hacker.
• Misinterpretation: One has to be careful while posting content through an email. If typed in a hurry, the matter can get misinterpreted.
• Lengthy mails: If the mail is too long and not properly presented, the reader may lose interest in reading it.
• Not suitable for business: Since the content posted via emails is considered informal, there is a chance of business documents going unnoticed. Thus, urgent transactions and especially those requiring signatures are not managed through emails.
• Crowded inbox: Over a period of time, the email inbox may get crowded with mails. It becomes difficult for users to manage such a huge chunk of mails. This information overload often repels the readers from using the email service.
• Need to check the inbox regularly: In order to stay updated, one has to check his email account regularly.
• Lacking in Personal Touch: Even in today's digital age, people find the hand written words appealing. Emails do not embody that personal touch.
• Internet Access is Required: There are many parts of the world where people don't have access to the Internet. The email doesn't serve any purpose in such areas.

Every new technology that enters the social world has its share of benefits and drawbacks. Different people interpret and utilize it in different ways. In order to make the most of the available technology, users should try to understand both, the positive and negative sides of the tool they use. No technology can be deemed perfect!