Email communication is an important digital skill used in schools, offices, businesses, and everyday communication. This lesson teaches learners how to write clear emails, send messages, receive and read emails, and respond professionally.

1. Composing an Email

To compose a new email, click Compose or New Email. A typical email contains:

• To: Email address of the main recipient.
• Cc: Sends a visible copy to additional recipients.
• Bcc: Sends a hidden copy to recipients.
• Subject: Clearly describes the purpose of the email.
• Message: Contains the main information.
• Attachment: Used to send documents, images, PDFs, or other files.

2. Writing a Clear Email

A good email should be clear, polite, and to the point.

A basic professional email structure is:

Greeting → Main Message → Required Action/Information → Closing → Name

Example:

Dear Sir/Madam,
I am writing to request information about the upcoming computer course. Kindly share the course schedule and fee details.
Thank you.
Regards,
Rahul

3. Sending an Email

Before clicking Send, check:

• Recipient’s email address.
• Subject line.
• Spelling and grammar.
• Message content.
• Required attachment.
• Correct attachment before sending.

Once everything is checked, click Send to deliver the email.

4. Receiving and Reading Emails

Received emails normally appear in the Inbox. Users can open an email to read its contents and view attachments.

Important information displayed may include:

• Sender’s name and email address.
• Date and time.
• Subject.
• Message.
• Attachments.

5. Replying to an Email

The Reply option allows you to respond directly to the sender.

When replying:

• Read the original message carefully.
• Answer the questions or requests clearly.
• Keep the conversation relevant.
• Maintain a polite and professional tone.

Reply All should only be used when everyone included in the original conversation needs to receive your response.

6. Forwarding an Email

The Forward option allows you to send an existing email to another person.

Before forwarding, check whether the original email contains private or confidential information that should not be shared.

7. Using Attachments

Attachments allow users to share files through email.

Common attachment types include:

• PDF documents
• Word files
• Excel spreadsheets
• Images
• Presentations

Always verify that the correct file is attached before sending.

Practical Activity

Students can practice the complete email process:

1. Open their email account.
2. Click Compose.
3. Enter a recipient.
4. Add a suitable subject.
5. Write a short message.
6. Attach a sample document.
7. Check the email carefully.
8. Send the email.
9. Open a received email.
10. Reply to the message.
11. Forward an appropriate email to another recipient.