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14 Advantages of Email

Updated on March 5, 2019
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A former teacher of digital media studies in the UK, Paul currently lives in Florida where he works as a freelance writer.

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Email has revolutionized communications since it arrived on the scene. Its benefits include being fast, free, and versatile. Many areas of life have been transformed by it, in particular the workplace, where many people now spend a large proportion each day reading and responding to emails.

This article lists the 14 main advantages of email, when compared to other forms of communication.

14 Email Advantages

  1. Free to use
  2. Fast
  3. Multiple Devices
  4. Attachments
  5. Multiple Recipients
  6. Distance
  7. Environmental
  8. Organization
  9. Subject
  10. Easy
  11. Notes to Self
  12. Marketing
  13. Contacts
  14. Non-Invasive

I will explain each of the advantages in more detail below.

1. Free to Use

Email is usually free to set up and use, aside for the payment for the internet connection. You can usually send and receive as many emails as you like without incurring any extra charges.

2. Fast

Once sent, an email usually arrives within seconds, unlike traditional paper mail which can take days, or even weeks to reach its destination.

3. Multiple Devices

You can send and receive emails from many different devices, including laptops, tablets, and cellphones.

4. Attachments

The ability to attach photographs, documents and other media to emails makes it a powerful form of communication. You can take a photo with a cell phone or digital camera and email the photos to the recipient almost instantaneously. Email is also a great way to receive travel tickets, work documents, and receipts for online purchases.

5. Multiple Recipients

Unlike traditional mail, or most other forms of communication, emails can easily send message or piece information to multiple people or organizations simultaneously. It is not much more effort to send an email to a thousand people, than it is to one person. This makes it a great communication tool for workplaces.

6. Global Reach

You are not limited by distance. The internet is global, so you can send emails anywhere that you want. It doesn’t cost you any extra money to send emails over a long distance, or even take the information particularly longer to arrive, than it would if you were only sending the message only a few miles.

7. Environmental

Because it doesn't involve paper and is energy efficient, sending information by email is more environmentally friendly than sending a letter by "snail mail".

8. Organization

Compared to paper documents, which take up a lot of space and often need quite complex filing systems, emails are easy to organize. You can create separate folders for different sorts of email, organize them by date, sender, subject etc. You can also access all your emails wherever you are, provided that you have a device that can access the internet, so an online email account is like have multiple filing cabinets of documents at your disposal.

9. Subject

You can tell what an email is about by reading the subject line, rather than having to read through it all, which can be very useful when prioritizing your workload. With traditional mail, you have to open each envelope to read every letter that you receive.

10. Easy

Once you are set up, it is generally easy to use email. Sending, receiving, and organizing mail is much less trouble than with traditional paper and letter mailing.

11. Notes to Self

Because email is easy to search and organize, and can be accessed from any device with internet access, it can be used very effectively for storing personal information and documents. You can email yourself travel information such as your passport number before going on a trip. You can send yourself important photographs and other documents as a backup, or drafts of a report that you are writing, or reminders of tasks that need completing.

12. Marketing

Emails are a great way for marketers to provide up-to-date promotional material to thousands of people. The instantaneous nature of email can provide a sense of urgency when promoting commercial offers, events, and opportunities.

13. Contacts

An email account can be a great place for keeping and organizing all your contacts. The contacts can accessed by any device with internet access, making it easy to find them when needed.

14. Non-Invasive

Unlike face to face visits, phone calls, or even texts, emails are non-invasive. Recipients can read and respond to emails in their own time without being disrupted or distracted.

Ray Tomlinson (April 23, 1941 – March 5, 2016) was the creator of the first email program and the first to use the "@" symbol, which has featured in emails ever since.
Ray Tomlinson (April 23, 1941 – March 5, 2016) was the creator of the first email program and the first to use the "@" symbol, which has featured in emails ever since. | Source

Ray Tomlinson - The Creator of Email

The first person to send an email message was an American programmer called Ray Tomlinson. Although he can't quite remember what he said in the first message, he believes it was either "testing 123" or "QWERTYUIOP", which are the top row of letters on a keyboard.

© 2019 Paul Goodman

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