How is electronic mail (e-mail) a useful application? Explain the advantages and disadvantages of e-mail.

E-mail is the most popular internet service which refers to sending business communication electronically over a network to single recipient or to many recipients. It is very useful as the e-mail messages on the Internet can be transmitted from one user to another often in seconds. Also the receiver can retrive the mail at his or her convenience or the user is automatically notified when there is E-mail in the electronic mail box. An E-mail system requires messaging system that stores and forward the messages to the right individual and mail program that allow the user to send and receive messages containing attachments. Some of the major advantages of e-mail are summarised as follows: Speed: E-mail messages can be transmitted very quickly. It is considered extremely fast, with some messages able to reach their destination in a matter of seconds/minutes. Cost: The cost of sending or receiving messages is considered very low as hundreds of messages could be sent or received for the cost of a brief telephone call, making e-mail for cheaper than the postal service. Multiple copies: E-mail allows multiple copies of the same basic message to be created and transmitted. Auditing: Even the simplest e-mail package provides a number of features that allow users to audit their messages. Most programs allow users to keep copies of any messages they produce, automatically marking them with the date and time they were created. Sharing data: E-mail messages can be used to transmit data files to other users. Files can be attached to messages and transmitted in the usual way. Multimedia: The latest e-mail packages allow users to include multimedia elements in their messages. Messages can include a variety of different elements, including graphics, video, hyperlinks to information on the Internet and sound files. Group work: E-mail supports group work and remote working. Group work involves several people working on the same project, using IT to help them communicate with each other and share data files. Flexibility: The hardware and software used for handling e-mail can also be used for a variety of other purposes. Example: a typical modem, for example, can also be used to send or receive fax messages. Some of the disadvantages of e-mail are: Routing: E-mail messages seldom take the most direct route to their destinations. This can lead to a number of difficulties. Cost: In order to send or receive e-mail, organisations must have access to the correct hardware and software. Technical issues: Since using an e-mail service requires a certain level of technical knowledge, novice users may find it difficult to operate the hardware and software involved. This can place a burden on an organisation in terms of training and technical support requirements. Spam: Unwanted messages, such as advertisements, are received by most e-mail users. Dealing with unwanted or unnecessary e-mail messages can place a great burden on an organisation's resources. Security: Unless e-mails are encrypted, they can be intercepted relatively easily. This makes email unsuitable for sending confidential information unless special precautions are taken.