Office Email Terminology : Do you know them?

You use the email almost every day, send one receive one. But are you well aware of the email terms that appear on the screen or which are mentioned there? Like the APOP and the IMAP? If not, then read along as we bring you specific email terminologies.

The electronic mail or the email, as it is popularly referred to, appeared years ago. An essential element of interoperability, it is a process of how computers exchange information as well as resources through LANs. The success of the email is what led to the development of the internet. Some of the popular email terminologies include:

Office Email Terminology

Attachment: An email attachment/file that is sent along with the email message. One can share multiple documents and images as attachments. Many email providers restrict the limit of accessories up to an individual capacity in an mail.

Base64: This is encoding as well as decoding method in email and is used to convert the binary data ASCII text form. The data is successfully encoded in an encoding process and transformed into the ASCII text form. Once the recipient receives the message, the information is successfully encoded, and the original file is effectively rebuilt.

Blacklist: Blacklist restricts or blocks out the spam messages. The blacklisting process sorts across the legitimate email and also spam once the message reaches the inbox. Without an email blacklist, inboxes would be filled with traffic and unnecessary mails as well. Some of the common types of blacklists are McAfee, Cloudmark as well as Hotmail.

Essential Email Etiquette

Email Address Fields: Email address fields are where you type the recipient email address. There are three fields of email addresses:

To: Primary Recipient

Cc: Carbon copy. If you need to send a copy of the same mail to another person, you put that email address in this field.

BCC: Blind Carbon Copy. If you wish to send a mail to a large number of people, and you don’t want the other recipients to view the entire list of recipients, you use BCC.

From: This field is where you put the sender’s address.

Email Body: The body of the email where you include the contents.

POP server: Post Office Protocol. This is an internet standard, and it sends usernames as well as passwords across the DNS network, thus leaving them open for access by any third party.

APOP: Authenticated Post Office Protocol. This is an extension of the POP protocol. It is an advanced form of POP.

SMTP server: SMTP stands for Simple Mail Transfer Protocol. This program is used for transferring messages across the internet. When a person sends an mail, the SMTP server effectively handles it and directs it to the final destination.

IMAP: Internet Message Access Protocol. This is standard protocol in email for retrieving messages.

Email Abuse and Spam

Email abuse has increased over the years, with the number of email transfer increasing too at a fast pace. Due to the massive transfer of email, they have also become a soft target for abuse and spam. Spam is also termed as junk email and occurs when the unsolicited messages are sent through email. Spam is mostly by a commercial advertiser. For a mail to be declared as spam, it should be not only commercial but also have malicious content. The spam messages are often sent as bulk messages. Some of the popular spam practices include:

Email Phishing: This is where the private data is captured down. Though the mail has an appearance that makes one believe that it is from a trusted party, it is spam.

Email Spoofing: When the email is sent along with a forged sender address, it is email spoofing. Spoofing is mostly used to mislead a recipient over the origin of the email.

Email Worms: This distributes copies of the mail as an attachment. The infected emails are then sent to the recipients, and after that, they infect thousands of computers.

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Diana Coker
Diana Coker is a staff writer at The HR Digest, based in New York. She also reports for brands like Technowize. Diana covers HR news, corporate culture, employee benefits, compensation, and leadership. She loves writing HR success stories of individuals who inspire the world. She’s keen on political science and entertains her readers by covering usual workplace tactics.

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