Email: How To Use It | CIE IGCSE ICT Revision Notes 2023

Email - How To Use It

Email is a method of exchanging messages and files over the internet
It is used for personal communication, professional correspondence, and marketing
Acceptable language must be used depending on the recipient of the email e.g. professional when sending a work related email
Employers often set guidelines for professional language, content, and frequency of emails
Email security is crucial to protect sensitive information from being accessed or altered
Netiquette refers to the proper behaviour and manners when using email
Email groups allow for mass communication with a defined set of recipients

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Carbon Copy (CC) is used when you want to include additional recipients to view the email
Blind Carbon Copy (BCC) is used when you want additional recipients to view the email without other recipients knowing
Forward allows you to send an existing email to a new recipient
Attachments allow files to be sent along with the email message

Worked example

Discuss the advantages and disadvantages of social networking rather than email as a means of communication.

[8]

Advantages:

Social networking messages can be available to/seen by all
Security settings can restrict who reads/makes the comments
Communication can take place in a (private) chatroom
Comments can be liked/disliked/shared
Don’t need to learn email address
Live video/audio calls can be made/streamed
Emails tend to be one to one
Can share live videos
Do you know who’s online
Larger upload size than the email

Disadvantages:

Emails are private between the sender and recipient // more secure
Messages can be alerted as a high priority
Attachments can be used
Emails tend to be more formal
Auto reply / forward / reply can be used
Social networking makes a person more prone to cyber predators/trolls

Exam Tip

Don't use brand names (e.g. Gmail, Outlook) in your answer

Spam

Spam refers to unsolicited or unwanted emails, often of a promotional nature
Spam can clutter the inbox, potentially leading to important emails being overlooked, and can sometimes carry malware or phishing
To prevent spam, use spam filters, avoid disclosing your email address publicly, and don't click on links in spam emails or reply to them

Worked example

Spam emails are a problem for computer systems.
Explain what is meant by a spam email.

[2]

2 of:

Junk email [1]
Unsolicited email [1]
Can consist of unwanted adverts [1]

b. Explain why spam emails need to be prevented.

[2]

2 of:

Spam may contain spyware/phishing [1]
Spam may spread malware/viruses [1]
The spam email fills the inbox and stops other emails [1]
May attempt to solicit personal data/bank details [1]

c. Describe the methods which can be used to prevent spam emails.

[4]

4 of:

Do not opt-in to marketing emails [1]
Delete accounts that you no longer use [1]
Never reply to a spam email // Don’t communicate with spammers [1]
Never reveal the main email address to strangers // set up an email address just for buying online [1]
Use a spam filter // click on the email address and add to blocked email // block the sender [1]

Email: How To Use It (CIE IGCSE ICT)

Revision Note