Electronic mail (email)

IT - Internet Electronic mail (email) allows you to send a text message from your computer to someone else on their computer. It provides a quick, inexpensive means to communicate with others, whether they are across town or across the world (Wiggen, 96). Each user can be assigned a unique "World wide" address. eg. verhaart@xtra.co.nz

• eMail is stored on your Internet Service Providers computer until accessed by the receiver of the mail. This mail is then downloaded (copied) from the ISP computer to your computer.
• Many eMail programs allow you to work offline creating your messages then send as a batch to the ISP'scomputer.
• Message received by;
  Audible beep
  New message displayed in in-box
  On login eMail may give startup message

• Very fast delivery
• Files such as documents or programs may be attached to the eMail message
• Automatic reply
• Confirmation of receipt
• Logical storage

• Network (LAN or telephone network)
• Connection (eg. modem)
• EMail software

The list following is made up of a variety of possible standards gleaned from a variety of sources

• No personal use
• EMail rather than fax/letters
• Use re. In message header, and give good indication of content
• Limit size/length of messages and attachments
• Keep messages brief and to the point. Do not write a letter.
• Using appropriate business language. Avoid "slang".
• Messages should be directed to relevant personnel
• Avoid "junk" eMail, eg. Raffle in staffroom ...
• Attachments included if necessary - otherwise incorporate as the body of the eMail.
• If you want to send a document to useres on a LAN, it would be better to have a central area where recipients can download from rather than attaching the document to all messages.
• All eMail users should have own account (Userid/password).
• Periodically purge unwanted saved messages.
• Only print messages if absolutely necessary.

Eudora

Outlook express (part of Internet explorer 4.x & 5.x - (1999)

John O'Hara - Head of Telecoms Xtra believes the eMail security issue is overblown. For traditional "snail" mail, you wrap your message in paper, seal it with spit, and give it to the government for two or three days. Then a government employee walks down your street and leaves it in a box on your front lawn.! Compared to this eMail is very secure.! (Hosking 1996, Jul) Careless comments about the performance of a rival company in email by staff of Norwich Union in the UK cost them 450,00 pounds ($NZ1.1million) in damages. (Palmer, G. 1998, Apr)

"Strangely few people would even think of using their work phone to natter to friends in Sweden for an hour, but they will happily spend that time composing an email message."  - Geoff Palmer

• Email is not private. It's more like a postcard - and a postcard that may have been photocopied by everyone who handled it.
• Deleting email only removes it from your PC, not from any of the dozens of copies made on its path to you.
• Workplace email is company property. It may be monitored by your employer and what you say on it is both yours and your employers responsibility. People have been sacked for what they have sent.

(Palmer, G. 1998, Apr)

The smoking gun

In a legal sense "to publish" mearly means "to make public". Airing your views in the tea-room is considered publishing as is sending an email. Hence, either can be used in a defamation case. If you tell a racist joke (or eMail it) you can be prosecuted under the Human Rights legislation. If you bad mouth someone, you can be sued for defamation. As one US lawyer described it "Email is the smoking gun". Don't assume that an email sent to one person will remain with that person. Forwarding an email to many others is easy, and guess who's name is on the top!

For your email use the Postcard test
"If you wouldn't write it on a postcard, don't put it in an email."

(Palmer, G. 1997, Dec/Jan)

Spam

"I arrived at the office this morning and read my email (big surprise).
Hmm, let's see.. AngieX is offering me her hot body, Intrepid is offering me the secret of eternal youth and Brian417 wants to sell me 48 million addresses for $49.95. <Yawn>..<Delete>.
Yes, it's spam - lots of it."
Harris, D. 1999, May/Jun

Note: screen shots © to their respective owners.
[Rev: 27/02/00] Jun-97 © 1997-98 V/2-Com (Verhaart), P O Box 8415, Havelock North, New Zealand.