10.29 Introduction

With the widespread computerization of the workplace in the 1990s, more and more communications are being sent by electronic mail (often called e-mail). Given the advantages of this means of communication, its use is likely to increase, especially in administrative and business contexts.

In appearance an e-mail message is much like a memorandum, with a "From" field, a "To" field, and a "Subject" field, followed by the body of the message. Nevertheless, there are significant differences, which soon become evident when this form of sending messages is used.

10.30 Advantages

Speed

Communication by electronic mail takes much less time than writing and sending a letter or memorandum. E-mail can be delivered to all parts of the world in hours or even minutes. In addition, if you click on the "Receipt" or equivalent button, you will be automatically notified of the time your communication was read.

Versatility

Messages can be sent to specific individuals or to predefined lists of recipients within a local area network—all in the same amount of time. Moreover, it is possible to send attachments with your message, including files, programs, graphics, and audio and video material.

Efficiency

Not only can electronic letters or memorandums be delivered more quickly, but they can also be processed by the recipient in a fraction of the time required to receive, read, answer and send correspondence on paper. Even telephone and fax communication can involve more time and money.

Data sharing

With the spread of local area networks, employees can make use of shared storage locations. With this arrangement, it is possible to have access on your computer screen to a file for reviewing, editing or consulting purposes. Keep in mind that, when you have opened a document stored at a shared location, other users cannot work on it.

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