Use of Email for Communication, Essay Example

Communication is essential for both business and personal use and means of communications have been changing over the years. The most revolution which has changed business and personal communication is use of electronic mails which has been promoted by computerization of most operations in business and social spheres. Electronic mail have increasing being used as the preferred mode of communication and has ease communication especially for many receipts for it saves on time and money to convey the message needed. According to Alexandrou, (2010) 80% of users prefer to use email as business communication tool.

Technological advancement and improvement of electronic devices technology have promoted use of email services with the most recent being use of persons aided devices and cell phones which are being manufactured with internet connectivity and supports emailing services. Initially most of business communications were done through letters which were typed using typewriters and eventually revolutionized to use of computers, they were printed and then mailed. However, invention of use of electronic mail has enabled the sender to send the mail in electronic format.

Management of hard copy of printed letters were quit challenging; retrieval and their storage were also tasking and chances of mails getting to the wrong receipts were high and being lost as well. Use of electronic mail has made communication easy. One would be able to send mails to more than one recipient instantly and include others documents such as reports as attachment (Buzzle, 2010). The mailing software’s are secure more than registered mail service’s, which security is done physically and is bound to be breached. Mails are encrypted when it is being sent hence even if it is tapped by authorized recipients along the communication path they would not be able to decrypt it and access its content.

Storage and management of mails for effective referencing in future it is easy because the mails are received as electronic documents therefore the receipt would create different folders in their email account and categorize different mails for ease access. At times a message is conveyed to one person and there is need to share the same with someone else for action. By use of emails the receipt would be able to forward it to the desired recipient with ease and without getting the message distorted as it’s the original message which is relayed to another person (Senour, 2005).

Maintenance of address book had been quit challenging and chances of misaddressing mails initially were evident. Use of address book which is a tool in emails software’s is handy in maintenance of recipient contacts. The address book is not only limited to the name and email address but one would add physical address, telephone number and other details which one would use to indentify/trace them. Such contacts from the address book are used when emailing and would be managed to a preferred list if there are mails which are being sent to selected people by sending to a desired group. Hence, all recipients in that group would receive the mail.

However, such revolutions in communication have not being existence without challenges which hamper communication. Due to its wide reach to different receipts within a short time hackers have increasing being compromising its security but technology have increasing being upgraded to ensure the information is secure. People with malicious intentions have also capitalized on use of email infrastructure to dispense viruses which some of them are destructive to computers while others steals information of people communicating and transfer to the intended receipts.

Work Cited

Alexandrou, Marios. 80% of Users Prefer E-Mail as Business Communication Tool. 2010. <<http://www.mariosalexandrou.com/technology-trends/2003/80-percent-of-users-prefer-email.asp>>

Buzzle. Advantages of Email Communication. 2010. <<http://www.buzzle.com/articles/advantages-of-email-communication.html>>

Senour, Adam. Effective Email Communication. February 12, 2005. <<www.studiomatrix.com/marketing/article0025.shtml>>