What Makes A Good Email Address?
The answer can depend on whether the email address is for personal or business use.
Generally, a good rule of thumb is to keep email addresses short and sweet as well as memorable.
We can often be required to give our email address out in person or even over the phone. So not only does a short length help, but so too does avoiding any crazy words or spellings.
If an email address is for professional or business use, then further rules apply to ensure the right impression is made to employers or clients. For instance, using a real name within the address.
Companies can also create several email addresses to direct email to different departments, i.e. ‘hello@emailadress.com’ for general enquiries, and ‘customersevice@emailaddress.com’ for customer service related mail.
Are Email Addresses Case Sensitive?
No, email addresses are not typically case sensitive. However, it is always a safe bet to type out email addresses in lowercase. This is because some host servers impose rules relating to RFC 5322, which is an internet standard surrounding the format of emails.
Can Email Addresses Have Spaces?
No. Similar to a URL, spaces are not permitted within email addresses. If a space is typed anywhere within an email address, then the message cannot be sent.
However, full stops (i.e. ‘.’) can be used within an email address to break up information. For instance, johnsmith@emailprovider.com could be written as john.smith@emailprovider.com.
That said, full stops in an email address can make the address less memorable and more prone to being misspelt.
How To Delete An Email Account
The email account deletion process will vary depending on your email provider. However, typically the option to delete your email can be found in tabs relating to settings or account.
In Gmail, users must go to the ‘Data & Privacy’ tab to access the ability to delete their account.
What you need to do before deleting an email account:
Make sure you’ve saved any important emails, files or contact information
Consider if the address is used for any platform logins - you will need to change your email in advance
Checked linked accounts or logins (i.e. Gmail logins) to various online services or software so that you don’t lose account access
Where applicable, notify any personal contacts that your email address is changing and give them your updated contact information
Review the terms and conditions to ensure you understand whether the account deletion is permanent or whether your account can be reactivated.
How To Write An Email
The approach to writing an email will vary depending on who you are contacting along with the purpose of the email.
There needs to be a consideration of the subject line, introduction, body copy and closing phrase. Each aspect should be tailored to the recipient.
Another aspect to consider is tone, since the tone of an email will dictate the structure of the overall email.
If you’re new to writing emails, why not practice first? Sending some test emails to a friend or colleague can help you gain confidence with sending regular emails, or email marketing for your business.
How To Reply To An Email
The function of replying to an email is normally contained within an arrow icon. If you hover over the arrow, it should say ‘reply’.
In terms of what you might say in an email reply, the content should sufficiently answer any points within the original email sent to you.
For instance, if someone asks you a series of questions about your products or services, check back as you write the reply to ensure these points are being properly addressed.
Always read through your email reply before sending to check it makes sense, is free from errors, and also does a good enough job of answering any questions or points that have been put to you.
How To End An Email
The end of an email message should include a farewell message (known as a sign-off) along with the sender’s name.
Examples of email sign-offs include:
Many thanks
Kind regards
Warm regards
Sincerely
Talk soon
Have a great weekend
I appreciate your help
These sign-offs vary in tone and formality, so consider which approach would be most appropriate.
How To Delete An Email
To delete an email you are currently viewing, this can normally be performed with a single click of the trash can icon which sits just above the message content.
Within your main mail inbox, it’s possible to select either a single email or the entire list of emails on the page and again hit the trash can icon to delete these.
You can also filter messages (i.e. by sender) by typing in keywords in the ‘search mail’ box. Doing so makes it easier to delete bulk messages.
How To Recall An Email In Outlook
Message recall is a feature in Outlook which allows users to retrieve messages they have sent, so long as recipients are yet to open that message. This can be handy if there was a typo in the email, or if the sender forgot to include an attachment.
To access this feature in Outlook open the message you want to recall.
Click Actions > Recall This Message.
A box will then appear, and you can choose to delete unread copies of the message, or delete unread copies of the message and also replace that message with a new message.
How To Block An Address In Outlook
In Outlook, head to settings.
Then, click Mail > Accounts > Block or Allow. There, you will find an option to block a sender. Add the email address of the account you wish to block and hit save.
Can Emails Be Blocked?
Yes. While the steps to blocking an email vary depending on the platform you use, it is always possible to prevent further communication from any email address.
If the email you wish to block is marketing related, then as per the CAN-SPAM Act, senders must provide an option for recipients to unsubscribe from receiving future messages.
What Is BCC In Email?
BCC is an acronym for blind carbon copy.
When a sender uses BCC, it means only they can see the full list of recipients. Doing so makes that email more secure in terms of data protection.
What Does CC Mean In Email?
CC is an acronym for carbon copy.
When a sender uses CC, multiple recipients can be included within the message. However, any recipients included will be visible to all recipients.
Therefore, CC should only be used for internal communication, whereby the ability for recipients to view other email addresses would not be a breach of privacy.
If there is a need to protect the visibility of email addresses from other recipients, the sender should use BCC instead.
What Does Re On Email Mean?
Re is a Latin word which means ‘in the matter of’. Therefore, when someone uses re in an email, the words which follow denote the topic or theme of the content.
For example, if one of the EcoSend team sent an email with the subject line re: EcoSend newsletter, the contents of that email would relate somehow to the EcoSend newsletter.
Speaking of which, are you signed up for the EcoSend newsletter?
What’s The Difference Between IMAP And POP3?
IMAP stands for Internet Message Access Protocol and Pop3 stands for Post Office Protocol 3.
Both IMAP and POP3 are email protocols which are used to retrieve emails from a server.
However, where they differ is that IMAP is more advanced, as it allows users to access their emails from multiple devices. On the other hand, POP3 is better for accessing emails from a single device.
How To Save An Email As A PDF
To save an email as a PDF, you actually need to open up the options to print the email. Once you do so, there will be an option to save the email as a PDF. Even if you don’t intend on printing the email, you can still use the print function to save the file.
If you do so and go to your downloads (or wherever you choose to save the PDF) you will be able to view, open or edit that PDF.
How To Attach A Photo To An Email
When creating an email, there is normally an image icon which will say ‘Insert photo’ when you hover your mouse over it.
Click on this icon and select the image you’d like to add to your email. Alternatively, you can add the image as an attachment by clicking the paperclip icon.
How To Send Videos Via Email
Due most video content having a large file size, it is normally easier to send videos by email via a link, such as a YouTube link. However, if you compress the video file so that it is under 25mb, you may be able to add it as an attachment within the email.
Also, you can use a service such as WeTransfer to send emails via video. How WeTransfer works is that you’ll need to upload the video onto their website. You’ll also add the recipient information. WeTransfer will allow for the recipient to download the file.
How To Send Signed Documents By Email
There’s the old school way or the modern way, so the choice is yours.
Traditionally, documents were printed out, signed, scanned and then the file could be emailed back to wherever it needed to go.
However, it is now possible to digitally sign documents using an electronic signature app which you can integrate with most email providers. This produces a prompt for users to sign documents so that the signature can be saved on the document.
Technically, if you have software such as Adobe Photoshop or Illustrator, then you could also import the file and sign it using a digital pen tool.
Can You Email Large Files?
Most email providers have a file size limit of 25mb. If the file cannot be compressed, then it may be easier to send the file via Dropbox or a similar sharing platform.
It’s also good to know that every email sent produces up to 26g of CO2. Large attachments are associated with higher carbon footprints compared with plain text messages.
Do Emails Take Up Space?
Yes, every email requires storage space. Emails with attachments or large threads will take up more space than simplistic plain text emails.
It’s good to get into the habit of deleting emails with a large file size, unopened emails and other emails you no longer need.
How To Write A Formal Email
The most important thing to get right when writing a formal email is the tone.
Examples of who may be classified as a ‘formal’ audience include an employer, a business contact or an official organisation such as HMRC (for those in the United States, that could be the IRS).
First of all, always use a professional email address for formal emails. Ideally, this should contain your name.
Keep the subject line short and specific to the issue.
Start your email with a courteous yet professional greeting, such as Dear [recipient name] or if you want to get real old school here, to whom it may concern. Usually though, you would always include the first and last name of the person you are contacting within the greeting.
Within the first line of the email, describe why you are writing to the person mentioning the topic or issue that the rest of the email pertains to.
Next, explain the topic in greater detail. Usually, the third person is used for formal writing.
If applicable, add any requests or next steps that are needed from the recipient.
Conclude the email with a professional sign-off, and also include your name and contact information.
How To Reply To A Job Offer Email
Start with a professional greeting, addressing the sender by their name.
Thank the sender for their job offer, and express that you would be delighted to accept their offer.
Before signing off, it is also a good idea to add a line such as:
If you require anything further from me before my official start date please feel free to let me know.
While not strictly required, such gestures can demonstrate that you are a proactive employee.
How To Add Email To iPhone
There are two main ways of viewing your emails on your iPhone. One is to use the Mail app, or you can download the application of your email provider i.e. Gmail or Outlook.
To use Apple’s own mail app, complete the following steps:
Go to Settings > Mail > Accounts > Other > Add Mail Account
Fill in the requested information such as your name, email address and the password for your email address. If this has been successful, your mailbox should start to sync and you will see all your existing emails fill your inbox.
