Advantages and Disadvantages of Email
Knowing the advantages and disadvantages of email will help you analyse the time you spend using it.
Learn the pros and cons to decide when and how to use email effectively.
10 Advantages of Email
1. It's free!
Once you’re online, there is no further expense.
2. Easy to reference
Sent and received messages and attachments can be stored safely, logically and reliably. It's a lot easier to organize emails than paper.
3. Easy to use
Once you’re set up, sending and receiving messages is simple. That goes for a host of other email functions. Data storage and contacts can be accessed quickly and easily.
4. Easy to prioritize
Incoming messages have subject lines that mean you can delete without opening. How much time does that save compared to ‘snail mail?’
Message to send? Done, under a second! Email is as fast a form of written communication as any.
Web based email means you can access your messages anywhere online. Going overseas? Before you go, mail yourself a copy of your passport number, travel insurance details or your accommodation details.
7. Good for the planet
Actually the advantages and disadvantages of email are clear here. Computers themselves aren’t 'green', but email offsets some of the damage by reducing the environmental cost of contact.
8. Info at your fingertips
Storing data online means less large, space taking file cabinets, folders and shelves. You can access information far quicker if you learn how to use email this way.
Send the same message to any number of people. Adaptations are simple, too. If you have a product or service to sell, email is an effective medium to get your message out.
10. Send reminders to yourself
Do you use more than one account? Email yourself messages from work to home or vice versa. Does the idea of two or more accounts seem complicated? It's not if you know how to manage multiple accounts.
Used well, email really is a superb communication and productivity tool.
But you clicked to learn the advantages and disadvantages of email.
Here's the flip side...
10 Disadvantages of Email
1. Emotional responses
Some emails cause upset or anger. A reply in the heat of the moment can’t be easily retracted, but it can cause lasting damage.
2. Information overload
Too many people send too much information. They cover their backs citing ‘need to know’ as the justification. Learn how to use email effectively and you’ll reduce time wasted on this.
3. Lacking the Personal Touch
Some things are best left untyped. Email will never beat a hand written card or letter when it comes to relationships.
Emails from people who don’t take the time to read what they write before clicking ‘send’. Time is wasted, either to clarify or, worse, acting on a misinterpretation of the message.
5. No Respite
Your email inbox is like a garden; it needs to be constantly maintained. Leave it and will continue to grow. Ignore it at your peril!
6. Pressure to Reply
Once it’s in your inbox, you feel an ever increasing obligation to act on it. Procrastinating doesn’t making it go away. Do it, dump it or delegate it.
Having to deal with spam and spoofs is one of the worst avoidable time wasters online. Use some anti spam software.
8. Sucks up Your Time
Over checking messages is so common, but it is time wasted on a low value, passive activity. Better to check once or twice a day.
9. Too Long
How long is too long? It’s hard to say exactly, but the longer it goes on, the harder it is to take in. Email is suited to brevity - keep it short and sweet.
A virus could seriously affect your computer. If you want to know how to use email effectively, it's worth learning how to deal with these.
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Key Difference: Snail Mail refers to the mails which are delivered physically by conventional postal delivery services. E-mail stands for electronic mail. It refers to mails or messages which are delivered using an electronic medium by a network.
Snail mails or smails have been named after snail+mails, which refers to the slow movement of snails. Smails refer to the mails that are delivered by conventional postal services, by which the mails are physically delivered to the receiver.
They are often contrasted with emails, as emails are known for their instantaneous dispatch and delivery system. Snail mail can be referred to as a synonym for regular postal service.
E-mail or electronic mail refers to a message which is sent or received electronically. According to this loose definition, it also include the telegraph message(by wire) and Morse Code transmissions (by airways). It may also include the telex network. During the 1960s and 70s, the concept of emails was incorporated in systems involving mainframe and minicomputers and they got the facility to send messages to each other. The first ARPANET network email message is supposed to be transmitted in 1971.
Snail mails are basically the hard copies, and thus one can hold them in their hand and read it. This kind of feel cannot be obtained in emails. Emails are electronic copies, and therefore it becomes easy to scan them and even delete them. Emails are definitely a faster method of communication than compared to snail mails.
Snail mails bear the risk of mishandling by the postal department, due to which they may even never reach to the intended recipient. E-mails seem to be better in context to this issue. However, email account holders often face the problem of spam mails and hackers.
Due to the numerous advantages of emails over snail mails, snail mails are dying out and most of the people are preferring emails in the current scenario.
Comparison between Snail Mail and Email:
Snail Mail refers to the mails which are delivered physically by conventional postal delivery services.
E-mail stands for electronic mail. It refers to mails or messages which are delivered using an electronic medium by a network.
Slower than email
Faster than snail mails
More personalized, as one can write in his own handwriting and the recipient can actually hold and read the mail.
Lacks a certain amount of personal touch due to its digital form.
Risk of losing the mails by the postal department.
Mails can get damaged by various physical factors.
Email accounts can be hacked, and thus hackers can misuse the account for sending mails.
Hackers may also get access to the sensitive data or information.