E-mail has become a vital means of communication. People have e-mail accounts that are primarily Web-based and most have an e-mail program on their computers to handle their ISP e-mail account. These programs are generally not difficult to use, and even though they look a bit different, most have certain features in common.
One common feature of all e-mail programs is the use of folders. These folders include an inbox, drafts folder, sent items folder and deleted messages folder. The user can also create other folders to better sort his e-mail. Folders help categorize e-mail according to its subject or importance.
Most e-mail programs also have an address book feature. This allows a user to enter the most-often used addresses into a file for quick reference. Most programs also have a nickname feature so the user only has to enter one word for an e-mail, instead of the full address. These address books will also allow a user to enter other important information, such as physical addresses, phone numbers and fax numbers.
Naturally, all e-mail programs have ways to compose new e-mail messages, to reply to messages, to forward others, to delete messages, to print them and a “find” command to help the user locate a particular e-mail message.
While composing a new e-mail, most users will have the option of applying stationery, changing the font size and color, changing the background color and otherwise altering the appearance of the e-mail. Most major programs — even Web-based ones — have a spell-check function as well, so the user can check the spelling without having to go through a word-processing program. Most e-mail programs also have functions that allow a user to request a read-receipt, and set a priority level on outgoing messages.
Web-based e-mail programs usually have a virus scan function that scans attachments before they are sent along with the main e-mail. But all e-mail programs have a function that will allow the user to send attachments, such as documents and image files. They will also allow a user to save attachments to the hard drive.
Most e-mail programs also have tools that allow the user to customize his mail settings and manage the accounts that send mail to that box. Most programs have some kind of “block sender” tool to help minimize the incoming spam. Some programs have spam filters built in to automatically route suspect messages to a special folder, so as not to clutter the inbox. These programs will also delete spam after a certain period of time, usually defined by the user. Web-based programs also have this feature.
Filters are also included in e-mail programs. These allow a user to define certain words or phrases that the program will look for in a message. The program will then delete the message, forward it to a specified address, or put it in a particular folder. Most programs have a way of notifying the user that new e-mail is in the inbox.
Generally, e-mail programs also include functions that help the user manage the way the program functions. These options include general functions that allow a user to set the program to chime when a new message is received, to display all folders, etc. Other functions include security functions, and settings which allow the user to define how long messages stay in the deleted folder. Other tools allow a user to standardize how messages are formatted, what font and typeface is used, and whether any consistent stationery is used.
Most computer systems come with an e-mail program bundled into the software. Most programs also have “help” functions that will enable a user to troubleshoot the program, and get assistance on performing certain tasks. Programs are usually deliberately fashioned so that they are easy to use and understand. They are also all quite similar. If a computer user is comfortable and familiar with one e-mail program, he will have no difficulty learning to use another.
