Basic Office Technologies

Beginners level

Unit 5: Communicate with your clients: Use of E-mail


  1. The purpose of the presentation is to encourage the learners to communicate emails to their clients.

  2. The main part of the presentation includes information on best free email accounts and instructions how to use them respectfully and responsibly.


LOut1: Know web based email accounts

LOut2: Create a Gmail account

LOut3: Apply basic guidelines when communicating with clients


  • Email,
  • Account,
  • Responsible use,
  • Guidelines.


1. Communicate with your clients: Use of E-mail

Email is one of the most used features of the web. With this technology you can not only send text messages but also digital files such as images, audio, video etc. attached with the email message. There is little or no cost in sending an email and the best part – it’s almost instantaneous!

1.1. Web based email accounts

I’m sure all of you are aware of HotmailGmail or Yahoo! Mail, right? All these services provide both web based free email accounts and paid versions of the same with extra features.

You need it for networking, job recruitment, downloading resources, transferring files, setting reminders, meeting with colleagues, and so much more.

Even with the rise of office chat platforms, you still depend on email for a surprising number of things.

1.2. Different types of providers and protocols

There are two main types of email service providers to choose from: email clients and webmail.

When you use your provider to access your email from a different device or location online, you can use one of three major email protocols to do so: POP3, IMAP, and Exchange.

1.3. Email Clients

Email clients are software applications that you install onto the computer itself to manage the email you send and receive. To access this email, the client interacts with a remote email server.

Email clients you’ve likely heard of include Microsoft Outlook, Mozilla Thunderbird, and Apple Mail.


Webmail is a form of email you access exclusively from the internet, and therefore exists primarily on the cloud rather than your computer. Instead of an installed application fetching your email, you manage your inbox right from your internet browser.

Webmail providers include Gmail, Yahoo! Mail, and AOL

Email Protocols

Email protocols are the systems that actually retrieve your email for you. They can be used to fetch email client accounts on the internet, and fetch webmail accounts on a mobile app. Here are the three main types of email protocol your account can use.


POP stands for “post office protocol,” and is best suited for people who have just one email account and email client. POP3 is the latest version of this email protocol, and allows you to access email while offline. It therefore requires less internet bandwidth.


IMAP stands for “internet mail access protocol.” IMAP4 is considered the latest version, and unlike the POP protocol, you do not download your email to your offline email client. Instead, all your email stays online while you’re accessing and managing it.

IMAP is particularly useful for people who have more than one email account and access them from multiple devices or locations.


Exchange is a Microsoft email protocol. This protocol allows you to not only access your email over the internet from multiple devices, but also tasks, calendars, and contact information tethered to that email address. For this reason, it’s particularly helpful to organizations whose employees share many types of information and collaborate remotely.

1.4. Best Free Email Accounts

  • Gmail
  • AOL
  • Outlook
  • Zoho
  • Yahoo! Mail
  • ProtonMail
  • iCloud Mail


Unique Feature: Native File Collaboration

Type of email: Webmail

Who should use it: anyone who already uses and loves the rest of Google’s products.

Gmail is an everyday email inbox you can sign up for by registering for a Google account. But it’s built into Google Suite, a group of free apps that allow you to chat, video-conference, and share files with the people in your contact list.


1.5. Email responsible use

General Guidelines

  • When sending important information, don’t assume your recipient will read it immediately
  • Use judgment in distributing large enclosures
  • Don’t use enclosed documents for very-short messages

When sending messages:

  • Don’t copy your administrator or other staff on unnecessary messages Avoid long distribution lists
  • Don’t send messages just to say “thanks,” “o.k.” and things of that nature
  • Think about what you’re doing when you communicate with other employees by e-mail
  • Be descriptive in the subject title
  • Don’t make the title too long