30+ Email Terms

Email is one of the most popular ways to communicate in today’s world. It has replaced traditional post mail, it is much faster and efficient. We use email to notify people about changes on our website, or send them notifications from various social media sites. But do you know all the abbreviations used? Did you know what BCC means? If not, this article will teach you everything there is to know about email terms and its meanings!

  • APOP: is a protocol for sending email messages in an encrypted form. It is similar to the POP mail protocol used on many computers today but uses encryption and digital signatures to authenticate the sender of messages sent through it.
  • Attachment: this refers to any file that you attach or embed into another document, such as a Word Document (.docx), Excel Spreadsheet (.xlsx) or Powerpoint Presentation (.pptx). For example, if I wanted to send out my CV with all of its attachments – including cover letter, resume, references etc., then I would simply copy and paste them from their respective files and select ‘attach’ when necessary in order for me to be able to send these documents via email. Many people use Microsoft Outlook to send and receive emails. Emails from Outlook can have attachments that are viewable in the email itself or a separate window by clicking on ‘Open’ button under ‘Attachments’.
  • Bcc: this stands for Blind Carbon Copy. It is a function in email that allows you to send an email without showing the recipient’s address on the screen of your computer or any other recipients who are copied on it. This feature is often used by professionals when creating correspondence, such as job applications and resumes.
  • Cc: this stands for Carbon Copy. It is a function in email that allows you to send an email without showing the recipient’s address on the screen of your computer or any other recipients who are copied on it. This feature is often used by professionals when creating correspondence, such as job applications and resumes.
  • Email Address: is the email that you use to send and receive emails. This includes any account like a Hotmail, Yahoo, Gmail or AOL account where all your messages are sent from (unless of course – if it’s an address which has been hacked). You can either have a personal domain name with something like “@gmail.com”, “@yahoo.com” or “@aol.com”. Or alternatively you could just register for an @outlook email address without having to do anything else! Just make sure when registering for one of these addresses that they’re not already in use by somebody else because otherwise there will be some confusion as to who has which email! In addition, each company usually offers a different ‘type’ of account, for example Gmail offers a personal email address that is free but with limitations or an enterprise grade product which has the ability to maintain larger inboxes and better spam protection.
  • Email Header: provides information about when your message was sent, who it’s from and where it’s going so if there are any problems you can track them down easily. This also allows people to send messages back-and-forth in order to have discussions on topics that interest them – as well as being able to organize these emails into folders (with labels) by subject matter such as work or family life etc.
  • Email Server: refers collectively to both the hardware and software subsystems associated with storing incoming mail before delivering it out again at a later time.
  • Email Virus: are computer programs that attach themselves to emails in order to spread malicious code or spyware and then send itself to all of the people on your contact list (or worse, somebody you don’t know!). This is also known as malware because it can infect computers with harmful software which affects their performance – usually by slowing down the system so much that they become unusable! If you typically get a lot of these kinds of messages on your phone for instance, then it’s worth checking up on what kind of antivirus product they offer because this will stop any future infection from happening.
  • Forward: this sends a copy of an existing mail to another person or group.
  • IMAP: is a computer protocol which helps send and receive email on remote servers. It stands for “Internet Message Access Protocol” or “Intermediate-level Messaging Application Program Interface”.
  • IMAP IDLE: is an extension to the IMAP protocol that enables connection without requiring any action by either party. This means you no longer need to check your inbox every five minutes! The only drawback of this system is if somebody else logs into their account then it will confirm who’s logged in etc… so make sure nobody knows your password just yet!
  • LDAP: stands for “Lightweight Directory Access Protocol”, which is a method used with communication between different directories, including contact lists – some services use LDAP as an example such as Yahoo!, Microsoft Exchange and Active Directory.
  • Mailto: is a URL for an email address that you can click on, which will automatically create an email message in your default mail client application – this includes Microsoft Outlook or Mac Mail etc.
  • MIME (Multipurpose Internet Mail Extensions): refers to the extensions added onto traditional email messages by new applications such as attached files and special formatting such as if it’s been sent from MS Word. This extension was developed as a way of making sure people could read emails regardless of what kind of software they’re using.
  • Phishing: stands for “Pose As An Institution” where somebody pretending to be someone else tries to get information over the phone about financial details, passwords or other sensitive data stored online so they can steal your identity or money. It’s usually done by email which will contain a link to an illegitimate website that looks identical to the real thing – and if you click on it, they get all of your information automatically!
  • POP (Post Office Protocol): is another protocol for retrieving emails from remote servers that are sent over SMTP with the difference being POP transfers mail back and forth between where it originated in order to be delivered locally before releasing any control of those messages. This means you can’t read them anywhere else but at home because once downloaded onto your computer they’re no longer stored remotely like IMAP does.
  • PST: stands for “Personal Folders File” which was originally created as a way of organizing files into folders within Microsoft Outlook.
  • Public Key Cryptography: is a system of encryption that allows two people to securely communicate without exchanging any secret information beforehand – it’s called public key because the message gets encrypted with one, and then decrypted by using the other party’s private key. This means you can’t read messages sent in this way as they’re encrypted for both parties!
  • Reply All: this means to reply to all people included in the original message.
  • RFC (Request For Comments): are formal documents published by standards bodies such as the IETF or WGIG which provide advice on how things should be done according to those who know best; an example would include what applications work well with IMAP IDLE protocol mentioned earlier on.
  • S/MIME: stands for “Secure Multipurpose Internet Mail Extensions” and was created to provide non-repudiation and authentication for email – this means that you can be 100% sure of the message’s authenticity without it being intercepted.
  • SMTP: stands for “Simple Mail Transfer Protocol” which is used on a relay server, so data enters via SMTP, then gets rerouted onto another server where those emails are sent out again in order to be delivered locally before anything else takes place.
  • Spamming: refers to sending unwanted or unsolicited messages over electronic messaging systems such as social media sites like Facebook and Twitter etc., usually done by people who don’t know how they could get your contact information off of them when they’ve never met you before or been given permission!
  • Subject Line: is what’s written in the blank area of an email message where you can include information about what your mail is all about, and it’s usually a good idea to keep this under 100 characters so people know quickly without reading too far into things.
  • Subscribe: When someone subscribes their name they receive emails from certain sources automatically sent right into their inbox. They can also unsubscribe at anytime if they feel like no longer want those emails coming through.
  • TLD (Top Level Domain): refers to a suffix that appears at the end of any web address or email address – for example “com” belongs to .com Top Level domains; “.org” would be an example from nonprofits such as Red Cross etc., while “.edu” would belong to educational institutions like Harvard, Yale etc.
  • URL: stands for “Uniform Resource Locator”, which specifies not only how something is located within cyberspace but its specific destination – with URLs being most often used to access webpages.
  • URL Shortener: is a service that provides an alternative to typing out long URLs in order for them to be more readable and easier to share on different platforms like Twitter, Facebook etc., which can also help with SEO!
  • Unsubscribe: A simple way to remove oneself from a list of emails that are being sent to them.
  • Worms: are self-replicating computer programs designed either as a joke or as part of a malware attack where they copy themselves from one system to another without the user’s knowledge. They usually do this by exploiting security holes through something called “social engineering” – meaning someone talks you into revealing your passwords via phone calls, emails or text messages (which could lead onto bigger problems!).
  • XMPP (eXTensible Messaging and Presence Protocol): was developed back in 2003 so that people could talk to one another in real time using a chat program like Adium, Yahoo Messenger or Google Talk – which is what’s also called instant messaging.
  • Zombie Computers: are computers that have been infected with malware and can then be controlled remotely by hackers without the owner ever knowing anything about it!

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