Email Basics (Composing, Sending, CC/BCC, Attachments)

1. Introduction

Email (Electronic Mail) is a method of sending and receiving messages instantly over the Internet. It is one of the most commonly used tools for official, personal, and professional communication.

Simple Definition: Email is a digital message sent from one person to another using the Internet.

Full Form: Electronic Mail

2. Basic Components of an Email

Part	Description	Example
To	Main recipient of the email	example@gmail.com
CC (Carbon Copy)	Sends a copy to other recipients (visible to all)	colleague@gmail.com
BCC (Blind Carbon Copy)	Sends a copy secretly (others cannot see)	manager@gmail.com
Subject	Brief description of the email topic	"Meeting Schedule for Monday"
Body	Main content of the email	The actual message text
Attachments	Files added to an email	PDF, Image, Word file
Signature	Sender's name and contact details	Regards, Rohan Mehta

💡 Tip: Always write a clear subject line — it helps the receiver understand the purpose of the email.

3. Steps to Compose and Send an Email

Step	Action	Description
1	Open your email service	Gmail, Outlook, Yahoo Mail, etc.
2	Click on "Compose"	Opens a new message window
3	Enter recipient's address in "To" field	example@gmail.com
4	Add CC/BCC (if needed)	Optional
5	Type subject	"Project Submission Update"
6	Write your message in the body	Include proper greetings and closing
7	Attach any files (if required)	Use the 📎 paperclip icon
8	Click "Send"	Email is delivered instantly

💡 Tip: You can send an email to multiple people at once using commas between addresses.

4. Understanding CC and BCC

Term	Full Form	Visibility	Purpose
CC	Carbon Copy	Visible to all recipients	For people who need to be informed
BCC	Blind Carbon Copy	Hidden from others	For sending private copies

📋 Example: If you're sending an email to your supervisor,
• Add team members in CC (so they are informed)
• Add HR in BCC (so others don't see HR's email)

5. Email Attachments

Type of File	Example	Purpose
Documents	Word, PDF	Reports, assignments
Images	JPEG, PNG	Photos, screenshots
Spreadsheets	Excel files	Data sharing
Presentations	PPT files	Project slides
Compressed Files	ZIP, RAR	Bundled documents

💡 Tip: Most email services allow attachments up to 25 MB. For larger files, use Google Drive, OneDrive, or Dropbox links.

6. Common Email Services

Service	Developed By	Website
Gmail	Google	mail.google.com
Outlook Mail	Microsoft	outlook.com
Yahoo Mail	Yahoo	mail.yahoo.com
Rediff Mail	Rediff.com	rediffmail.com
ProtonMail	Proton Technologies	proton.me

🏆 Exam Tip: Gmail is the most widely used email service worldwide.

7. Email Etiquette (Good Practices)

Rule	Description
Use a clear subject line	Helps the reader understand the purpose.
Keep your message short and polite	Avoid unnecessary details.
Use greetings and closings	Example: "Dear Sir/Ma'am" / "Regards".
Check for spelling and grammar	Avoid unprofessional mistakes.
Don't overuse CC/BCC	Use only when necessary.
Attach files before sending	Avoid sending "forgot attachment" emails.
Avoid ALL CAPS	It looks like shouting!

💼 Professional Tip: Professional emails should always use formal language.

8. Real-Life Analogy

Think of Email like a digital postal system:

Email

Digital letter

To

Main receiver's address

CC/BCC

Copies sent to others

Attachment

Enclosed documents

Send Button

Posting the letter

💡 Just like you can't send a letter without an address, you can't send an email without the recipient's email ID!

9. Common Delhi Police / SSC Exam Questions

Question	Answer
Full form of Email	Electronic Mail
Full form of CC	Carbon Copy
Full form of BCC	Blind Carbon Copy
Maximum size of Gmail attachment	25 MB
Example of Email service	Gmail, Outlook, Yahoo Mail
What is Subject in Email?	Title of the message
What is Attachment?	File sent with email
Who developed Gmail?	Google
What is the use of BCC?	To hide recipient addresses
What is "Compose"?	To create a new email

10. Quick Recap

Concept	Summary
Email	Electronic method of sending messages
Compose	Create a new email
To	Main recipient
CC/BCC	Copies to others (visible/hidden)
Attachment	File sent with an email
Subject	Brief title of the message
Common Services	Gmail, Yahoo, Outlook
Max Attachment Size	25 MB

✅ Exam Tip: Remember —
To → Main Receiver | CC → Inform Others | BCC → Hide Recipients | Attachment → Add Files
These basics are frequently asked in Delhi Police, SSC, and other competitive exams!

You've completed Email Basics Concepts!

Courage Tip: Practice composing emails with different scenarios to understand when to use CC vs BCC. Remember the key email components and their purposes, as these are commonly tested in computer knowledge exams. Focus on email etiquette for professional communication.