Advantages and Disadvantages of email with its Definition

In this page, we will discuss advantages and disadvantages of email as well as the definition of email so that people can get a clear idea about email.

Definition of email (Electronic Mail)

Electronic mail is popularly known as email where textual messages are sent to the receiver through telecommunication links. Here, computer terminals are, connected together in a network to transfer message from one to one or one to many. The sender first types the message on a computer screen and then sends to the receiver.

The respective message is dropped in the receiver’s mailbox and receiver can read the message and answer if required. Both sending and receiving of email are processed and directed by mail server computers which are connected through a network.

In an email, both sender and receiver must have an individual account like or micle@hotmail.comor  micle@gmail.cometc. There are various web portals like yahoo, Hotmail, g-mail etc. to open an email account at free of cost.

Multinational and large companies have their own mail servers to provide access to its employees to deal with internal and external business need.

Email is a store and forward (S&F) Service where it is not necessary for the receiver to be present at the computer. The message resides in the receiver’s mailbox until it is read or deleted. File, data, sound, image or video clip can also be sent through email as an attachment.

Advantages and Disadvantages of email with its Definition

Electronic Mail (E-Mail)

1. Bartol and Martin said: “E-mail is an email system that allows high-speed exchange of written message through the use of computerized text-processing and communication networks.”

2.Newstron and Davis, “Electronic mail is a computer-based communication system.”

3.Bellriegel, Slocum, and Woodman, “Electronic mail is a computer based system that enables individuals to exchange and store messages with their computers.”

So, we can say that sending written messages to one computer to another through into the net is known as email.

Advantages and disadvantages of email given below:

Advantages of email

The advantages of email system may be stated as under:

Email is cheap
E-mails turn to be a cheaper alternative to telephone conversation because it is a person to person communication system. It offers low cost.

Email is fast
It eliminates the time spent in establishing telephone calls. It is faster compared to traditional mail.

Failure notification
For some reason, if your email can not be sent to receiver a failure notification send to you so that you can understand that your mail is not sent.

One of the most important advantages of email is attachment facility. Email gives you a facility of attachment so that you can attach anything like the picture, audio file, video file, document file, PDF etc.

Product advertisement
Nowadays email is the most popular way of product advertising because it gives you an opportunity to send an email to thousand even millions of your client at very a little time with very little effort and this kind of email marketing is very less expensive.

Paperless communication
Communication through email is paperless communication. So, email saves our environment because traditional communication needs paper and paper is produced from a tree. So, we should increase use of email to save our environment.

No chance of missing
In other traditional communication we can miss some message like in phone call sometimes we can attend the call or we may miss some word for network problem. In case the of physical mail it may lose or destroy for any reason but in case of email you there is no chance of missing or destroy.

No time barrier to send email
Email can be used nonstop 247 it is not like another traditional communication process. So, you can send an email at any time as your demand.

Auto response
Email can provide an auto response when it receives an email from any person so, it ensures the sender that email is sent successfully. Most people give their basic information with this confirmation message.

Remained address
Email automatically remained email address of both receiving and sending so, there is no hazel to mind email address.

Email carries a record or evidence all the time because if you don’t delete mail from your mailbox a mail never destroyed. So, if you need this next time you may see it anytime anywhere.

Communication without physical presence
It permits communication between two parts without the parties actually being present simultaneously

Privacy is maintained
Privacy of communication is ensured because the mail is delivered to video individual’s mailbox which can be opened by the intended recipients only.

Reduction in consumption of papers
It reduces the consumption of paper in the office because internal memos and reports can be exchanged electronically without using paper.

Increase in efficiency
It offers increased access to the employees. So it can increase the efficiency and the goodwill of the office.

World Access
Email has no country barrier, someone can send an email to everywhere to the world. It can be sent to any network in the world. It can be sent through Local Area Network (LAN) or worldwide network.

Easy to Operate
The communication through email is easy. When any messages -comes, the recipient can read the messages first and then he decides how to respond. If the recipient likes to respond he can do so or if he thinks not to respond to the messages, he can just delete it. The message can be saved and print out of the message can also be taken.

It provides flexibility. A message can be sent to more than one person at a time.

More Convenient
Email is more convenient than any other mode of communication. The sender can send multiple copies of an email message.

Most people now use email as safe storage for their important document or data. For example, most people scan their important documents like academic document, passport, CV, photo, and many more official document and attach with an email so that, they can find it anytime in anywhere. This is one of the most important advantages of email.

Disadvantage of email (Electronic Mail)

We know email is recognized method of communication, but face the disadvantages below:

Absence of privacy
There is a chance of leakage of information through email if a mail server is hacked.

Lost password
You may lose or forgot your email login password. Though there is an option to recover password but that also need another email address. And last option is security question that also should be reminded. Suppose if you lose both password and security question it is very difficult to recover your email address though it is vastly important to you.

An email may carry the virus to you. So, all the time you should careful about it. It is one of the greatest disadvantages of email.

No alert
Email does not give any alert like phone or mobile so, sometimes we can be late to see the important message.

Overlooking of message
Busy people may not give attention or may overlook any message due to receiving of thousands of email every day.

Lack of personal touch
It cannot convey emotion or personal touch the way a face-to-face conversation or even a phone call can.

Missing of Non-verbal communication
Body movement or facial expressions are not involved in email. So, the quick attention of the receiver is not possible here.

Change of sudden rumor
Email can spread rumor suddenly as it requires a click only to send a bad message to thousand receivers.

Unwanted email
Email can spread mail containing virus or spam contents which can damage computer systems totally.

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14 comments for “Advantages and Disadvantages of email with its Definition

  1. Lucky
    August 17, 2013 at 4:09 pm


    Actually i don’t think like this. Email can have some disadvantages but what u said this is correct.

    Thanks for shearing

    • fredrick otieno
      December 3, 2015 at 1:16 pm

      Great article, points well noted, thanks

  2. portia
    April 11, 2014 at 10:32 am

    I love the way you explained, it is true and more understandable. I now know, thanks a lot.

  3. Mark
    March 7, 2016 at 9:55 am

    It takes long time to read but i think the article is very informative. you try to find out every topic regarding email. good job. carry on

    • rasel
      March 7, 2016 at 11:52 am

      Thanks ‘Mark’ for your valuable time and comment.

    May 5, 2016 at 9:28 am


  5. Muskan
    November 26, 2016 at 11:10 am

    One of the disadvantages you wrote is NO ALERT
    according to me this is wrong as everytime we receive an email we get alert due to message tone so this doesn’t stand true by any means.

    • rasel
      November 27, 2016 at 5:17 am

      Thanks, Muskan to draw my attention, you are right partially. I mean that email does not alert like phone or mobile. Yes you can set an alert on your email this is not like phone and for that reason, we often miss the email.

      • Muskan
        November 27, 2016 at 5:30 am

        but every time we receive an email
        our phone vibrates

        • rasel
          November 27, 2016 at 6:55 am

          Yes, vibrate and this is kind of alert but actually, I mean that we miss email more than a phone call because of alert.

  6. Detrick
    February 17, 2017 at 11:31 pm

    I was pretty pleased to discover this site. I want to to thank you for your time just for this wonderful website. I definitely enjoyed to read it and I also have you bookmarked to look at new things on your blog.

  7. Gayathri Rao
    October 10, 2017 at 4:51 am

    Very well explained. It helped me a lot.
    Thank you so much 🙂

  8. Abednego
    December 19, 2018 at 7:53 pm

    What are the impotances of email

    • rasel
      December 22, 2018 at 12:38 am

      All the advantages of email is the importance of email. if you want another article regarding this we will publish a new article.

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