Email Workshop


This workshop is one in which members help members - so the convenor's job is to 'manage' the conversation. So here we go!

Here is what we said we'd cover:

The basics:

1.1 Create and send email
1.2 See new email
1.3 Reply to email
1.4 Change recipients
1.5 Save and print attachments
1.6 Email without an internet connection
1.7 Turn your vacation responder on or off

Organise your inbox:

2.1 Use folders
2.2 Add filters
2.3 Use labels in GMail
2.4 Archive or delete email

3.1 Search email
3.2 Create and use a signature
3.3 Questions and answers...

What is email? How does it work?

  • What do I need to 'do email'?
  • Who provides what?
  • What does it cost?
  • Who has access to my emails?
Electronic mail (email or e-mail) is a method of exchanging messages ("mail") between people using electronic devices. ... Some early email systems required the author and the recipient to both be online at the same time, in common with instant messaging. Today's email systems are based on a store-and-forward model.

What can I expect from my service provider?

  • Speed of movement of email
  • Storage
  • Security
In good email services, you should watch out for an effective spam filter, enough storage space, user-friendly interface, mobile access and maybe the availability of a desktop client. If you haven’t attempted to explore other free email services, this may be a starting point for you. This link takes you to a set of FAQs that might be of interest...

To marketers, an email service provider (ESP) is a company that offers email services. Because email (marketing) services come in shapes and sizes, that is a pretty broad definition. Luckily, we can break this down into several categories.

An Email marketing platform (ESP) is a company that helps you send email marketing messages by offering an email marketing platform or email tool. Many companies offer the software as self-service. Meaning you can send create and send the emails by yourself without help.

What can I expect from my mail handler?

Techopedia explains Email Client (See

Email client primarily is a desktop application that enables users to receive and send emails directly on their desktop. Typically, email client requires an email address to be setup and configured before user can start using email service. These configuration and settings generally include email address, password, POP3/IMAP and SMTP address, port number, email aliases and other related preferences.

On a pre-defined time or when invoked manually by user, the email client fetches new emails from the email service provider’s hosted and managed mailbox. These emails are delivered using the mail transfer agent (MTA) of an email service provider. Similarly when sending emails, the email client uses mail submission agent (MSA) to deliver messages to the email server and further to the destination email address. Moreover, email client can be used to configure multiple email addresses from different email service providers.



What follows is a cleaned-up copy of the text available on the Technorms site. No guarantees of the quality of the advice - and please check the original for links to try the services etc. (Go to:

1. Gmail

Gmail is arguably the best free email service provider at the moment. Gmail is simple and user-friendly. It offers over 10 GB of free storage, has an excellent spam filter and enables access via mobile devices. Its built-in chat allows voice and video chat as well the regular chatting by text.

It offers search capability to find lost or old messages. Also, Gmail messages are grouped nicely with relevant replies such that you can read messages in the context.

Gmail also offers customized email service for businesses, individuals and organizations. Once you can prove a website belongs to you, Gmail helps you manage your customized email (yourname@yourcompany, and you can even host it on their server.

2. Zoho Mail

Zoho mail is aimed at professionals. It features a calendar, task manager, notes and instant chat as well as other business app found in Google apps for business. It is easy to set up and manage.

Impressively, Zoho mail does not display adds to protect your privacy. Email messages are not even scanned for keywords for the purpose of marketing.

You can opt for their free Lite Plan that features 5GB mail storage per user, push mail, mobile sync and email support. You can register only one domain name on the free Lite Plane, and your email address will appear as username@your

3. (Reinvented Hotmail) is the new, reinvented email service. It builds off the power of Outlook on PCs and Macs, and it features a more tidy user interface without display ads. It is built based on the latest trends in Internet communication.

You can connect with social networks from inside your email account, integrate SkyDrive which include Office Web Apps for Word, Excel and PowerPoint files.

4. offers most of the important email features that you might be thinking about. Most importantly, you can select the email domain name that will suit you best from over 200 domain names e.g. This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it. and so on.

However, the default one is This email address is being protected from spambots. You need JavaScript enabled to view it..

They provide unlimited email storage capacity and you can attach up to 50MB of a file in one attachment. You can also set up your email to receive and reply all your emails from this one address. They also provide mobile support.

You can use your email on BlackBerry, iDevices and Android devices. You also have an online calendar to use.

5. Yahoo! Mail

The new Yahoo! mail stands among the best free email services available on the web and mobile devices. They offer unlimited email storage, social networking, instant messaging and SMS texting.

You can view slideshows, photos, and videos right from inside your mailbox. You can send up to 50 files or 100MB file size in a single email. Your messages are automatically sorted, and lower priority messages like newsletters and coupons are organized into folders.

Try Yahoo! Free Email Service

6. GMX

GMX is not so popular, but it offers quite a reliable email service. Spams and viruses are well filtered. It provides unlimited email storage and allows up to 50MB of attachment. You can manage all your email accounts using their email collector. You can manage your emails on the web and mobile.

They make use of SSL encryption to protect your email from spam and viruses.

7. ProtonMail

The ProtonMail is committed to developing and broadly deliver important fundamental features to protect your data online. It features end to end encryption, zero access to user data, open source cryptography, hardware-level security, SSL secured (Secured Socket Layer) connections, calendar, and good contact features.

They claim to be the best free email service and available for everyone. ProtonMail does not log IP address, even there is no requirement of personal information for signing in. They also are available on all mobile platforms.

8. AOL Mail

AOL Mail is a free email service provider. It provides complete security against Spam and viruses as well as it provides unlimited storage facility to the users. AOL’s email attachment limit is 25 MB. It links with other email accounts from other service providers.


They boast of strongly encrypting all emails for adequate security. Those who are wary about keeping their email privacy might want to give them a chance.

9. Yandex.Mail

It is Russia’s major search engine with email and other social portals. In this email service, an email account includes 10 GB storage and can attach 30 MB file in your email.

In the Yandex Mail service, a phone number is not required for the sign-up process. Yandex mail features an easy to use interface. It is a well-protected webmail service and has a good spam protection. It handles emails efficiently with the options available to schedule emails and set reminders when you don’t receive a reply for an email.

10. Tutanota

Tutanota webmail service primarily takes care of your privacy. It provides end to end Encryption, multi-select drag, and drops, extra features for headers and manage push notifications.

Your email subject line and attachment are also encrypted to ensure you full security and privacy. You can access this email service from any browser and device with Android and iOS apps included.

11. iCloud Mail

iCloud takes your Apple ID to sign in that you use with your iCloud account. iCloud Mail gives you full access to your emails that include folders of Inbox, Sent, Drafts, Trash, VIP, Archive, Junk. As iCloud Mail is linked with your Apple ID, you can access to your contact list also.

It also allows you to send, receive, and organize email. You must have an Apple ID to use iCloud Email and if you don’t have one, you must set up an email address before using iCloud Mail on

Notable Mention: FastMail

You should also consider using FastMail. They have been online for 10 years now. They boast of reliable junk mail protection, temporary secure SMS passwords, web folders for photos and files and much more. Their free or guest plan offers 25MB email storage, IMAP and 120 days inactivity time.

Although they are a paid service, they have a solid reputation for privacy and they do not scan your data for showing you any ads. So if you are a private person, who wants to keep his emails private, this is the best email service for them.

Final Thoughts

When you make a choice, be sure to explore all the options available to you so that you can make full use of their capacity. We would like to see your opinions in the comments section.

(Article updated on 27/12/2018)