A Definitive Guide to Email: Importance, Uses and Advantages

By Indeed Editorial Team

Published March 11, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Related: Email Etiquette: Tips For Professional Communication in the Workplace

You'll learn the best email etiquette tips for the workplace including how to schedule meetings and what to do when you don't know how to respond to an email!

Email is a cost-effective and efficient way to communicate with others using the internet. Both companies and individuals can use email to convey important information and improve security for profiles and accounts. If you're an internet user or communications manager, learning more about the importance of email can be beneficial. In this article, we explain what the importance of email is, detail what you can use email for and review the advantages and disadvantages of using this communication tool.

Related: How To Write a Professional Email

What is the importance of email?

Email is a communication system that internet users can employ to convey information and learn more about things in which they're interested. These are some reasons email is important:

  • Widespread usage: Email is important because many people may use it daily to communicate with others and learn more about businesses. For example, many people check their email on their computers and carry their phones, which allows them to access their email inboxes frequently.

  • Accessibility: Because email is free and available across different platforms, almost anyone can have an email address. For example, a person can go to the library and sign up for an account or access their account on school computers and from multiple devices.

Related: 20 Ways To Start an Email

What is email used for?

Email is an important part of many online transactions. You can use your email to send updates to family, sign up for accounts on websites and increase your security. Email also allows users to send newsletters, market products and communicate for business purposes. These are some ways to use email:

Communication

Email is important for communication because it allows users to send information in letter format, and email can replace traditional mail options. Emails can be more beneficial for communication because they can often include text, documents and multimedia, like photos and videos. For example, you may use email to contact a rental company to inquire about a lease or send an email to a potential employer to submit a job application.

Related: How To Create a Professional Email Account in 5 Steps

Promotion

Companies can use email to market their products to their customers and remind them to make a purchase. Many companies use email marketing to make contact with their customers and encourage them to take advantage of promotions and sales. For example, if a customer puts something in their online shopping cart but doesn't check out, the company can email reminding them to complete their purchase.

Business use

Organizations and businesses can use email to communicate about projects and tasks within the organization with decent security. This can be an effective and safe way for team members to communicate, especially when some members of the team are remote or not in the office. For example, a marketing specialist may email a presentation to their supervisor, or an accounting expert may email the sales department to ask for budgeting information.

Security

Platforms and services can use email to ensure the correct user has access to their profile. Email is a way to contact you and ensure you have access to important communication regarding your online profiles. For example, a website may send a code to your email when you try to log in and require that you input the code before getting access to the account.

Related: Guide To Writing a Business Email

Advantages and disadvantages of email

Learning more about the advantages and disadvantages of email can help you avoid some potential problems. These are the advantages and disadvantages of using email:

Advantages

These are some advantages of using email:

  • Inexpensive: Email is often free to use, which makes it an inexpensive option for communication and marketing purposes. Companies and organizations may pay for systems to automate their email newsletters, but most email services are free.

  • Space-saving: Using email instead of traditional mail can save space and materials. For example, if you opt to receive bills via email instead of traditional mail, you don't have as much paper and material in your space.

  • Simplistic: Email is often easy to use, even for those who aren't completely familiar with other technology services.

  • Organized: It can be simple to organize and tag different types of emails to keep personal messages separate from official ones.

  • Accessible: You can often use many devices to access the same email, which can make it easy to access from many places. For example, you may check your email on both your phone and computer.

  • Eco-friendly: Because email reduces the need for paper and other mailing materials, it may be better for the environment.

  • Efficient: It's much faster to send an email than it is to draft a traditional letter, address it and put it in the mail. You can also send one email to several people at once, which can save you time.

Related: 16 Best Practices for Email Etiquette in the Workplace

Disadvantages

These are some disadvantages of using email:

  • Easy to send: Because email is simple and easy to send, you may accidentally send one to the wrong person or without all the information. Consider double-checking each message before pressing send to avoid mistakenly sending an email.

  • Nonverbal cues: Email is a written form of communication, which means you can't often express nonverbal cues. Including emoticons in a personal email or being specific about your meaning can help you express your tone.

  • Consistent access: The accessibility of email can make it difficult to take time away from checking it. Consider turning off notification from your professional email when out of the office.

  • Security breaches: Depending on the emails, it may be possible for outside entities to gain access to the information in the messages. Consider investing in security services to avoid this.

  • Viruses and spam: Spam emails are repetitive emails designed to mislead readers into giving away their money or personal information. Learning about phishing and using a spam filter can help you avoid these emails.


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