Emails: everything you need to know!
 Emails...hardly the most exciting subject for an article, but an important one none the less. Somewhere in the region of 183 Billion emails are now sent every day – that’s 2 million emails every second!
Email is cheaper and faster than phone calls, letters or faxes – that’s why it’s become the number one business application.
However, there are a lot of myths surrounding emails that should be cleared up.
Firstly, it’s not - as many people believe - a guaranteed delivery service. Things do go wrong; domain names expire, incorrect addresses are used or overzealous anti-spam software consigns your email to the bin! If you need proof of delivery your only choice is to request a read receipt and hope the person at the other end says ‘Yes’ when asked.
Security isn’t always water tight either. Most emails are in ‘mime’ format, and could potentially be read by anybody if left in the wrong hands.
Most companies now use Microsoft Exchange systems (or similar) and use what’s called an SMTP feed to collect their mail. This means the mail is directed to your server through the internet.
POP3, an older way of working in which you’re PC or Server connects up and downloads any mail waiting for you, is fast becoming obsolete. It’s OK if you have a server to hold your mail, but can be very limiting if you move around a lot, and fails on a far more regular basis.
Online mail systems like Google’s G-Mail or Yahoo mail offer good functionality for users moving around, but you are limited on the domain name you have. If you want fred.blogs@fred.blogs.com, you won’t find it with them.
Hosted Email (or Hosted Exchange) is now widely available and can offer a good alternative for those who want enterprise class email with no upfront costs. You can get email combined with shared calendars, contacts and other functionality in Outlook - such as tasks and notes - for a small monthly fee. Even if you have a server, Hosted Exchange can be used alongside your existing set-up.
Another frequent question - What information is a legal requirement on emails? Many people include a disclaimer or confidentiality clause to the bottom of each email, and while these can be useful, they are not mandatory.
The only information you are legally required to include - if you are a Private or Public Limited Company or a Limited Liability – is:
- Your company registration number
- Your place of registration (e.g. Scotland or England & Wales)
- Your Registered office address
This information should also appear on your company website, and you risk a fine under the companies act if you don’t comply.
 So now you know! Email really is a fantastic service that has revolutionised the way we do business. However, it may shock you to learn that about 80-85% of all emails sent are spam! So keep those Anti-Spam and Anti-Virus programs up to date to make sure you’re properly protected!
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