Cambridge IGCSE ICT 0417 – Communication: Email
Communication – Email
1. Characteristics of Email
Electronic message sent via the Internet or an intranet.
Asynchronous – sender and receiver do not need to be online at the same time.
Can contain plain text, formatted text, hyperlinks, and attachments.
Each message has a unique address in the format user@domain.
Messages are stored on a mail server and can be accessed from multiple devices.
2. Uses of Email in Business and Education
Internal communication between staff and departments.
External communication with clients, suppliers, and partners.
Distribution of newsletters, circulars, and promotional material.
Submission of assignments, reports, and project files.
Scheduling meetings and sending calendar invitations.
3. Constraints and Limitations
Message size limits (often 10–25 MB) restrict large attachments.
Spam and phishing attacks can compromise security.
Misinterpretation of tone due to lack of non‑verbal cues.
Dependence on reliable Internet connectivity.
Legal and regulatory requirements for data retention.
4. Acceptable Language and Employer Guidelines
Employers usually set policies to ensure professionalism and legal compliance. Key points include:
Use a clear, concise subject line that reflects the content.
Begin with an appropriate greeting and end with a courteous sign‑off.
Avoid slang, jargon, or overly informal language.
Do not use offensive, discriminatory, or harassing language.
Proofread for spelling, grammar, and punctuation errors.
Do not disclose confidential or proprietary information without permission.
Follow the company’s retention and archiving procedures.
5. Security Requirements
Use strong, unique passwords and enable two‑factor authentication.
Encrypt sensitive emails or attachments where possible.
Verify the sender’s address before opening attachments or clicking links.
Regularly update anti‑virus and anti‑spam software.
Report suspicious emails to the IT department immediately.
6. Netiquette – Good Email Practice
Keep the email brief and to the point.
Use proper paragraphing and bullet points for readability.
Reply promptly, usually within 24 hours for business correspondence.
When replying to a group, consider whether all recipients need to see your response.
Respect privacy – use CC and BCC appropriately (see table below).
Do not forward chain letters, jokes, or irrelevant content.
Check that attachments are correctly named and relevant to the message.
7. Common Email Functions
Function
Purpose
Key Considerations
To (Recipient)
Direct the email to the primary addressee(s).
Only include those who need to act on the message.
CC (Carbon Copy)
Inform additional parties without requiring action.
All recipients can see who else received the email.
BCC (Blind Carbon Copy)
Inform parties discreetly; hide their addresses from others.
Use sparingly to avoid perceived secrecy.
Forward
Send an existing email to new recipients.
Remove unnecessary original content and check confidentiality.
Attachment
Include files such as documents, spreadsheets, or images.
Ensure file size is within limits and scan for viruses.
Suggested diagram: Flow of an email from sender → mail server → recipient’s mail server → recipient’s inbox.