SSC CGL Preparation – Day 12

Computer: Managing an E-mail Account

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📧 Introduction to Email Account Management

An email account is a digital mailbox that allows users to send, receive, and organize messages over the internet. Managing an email account effectively ensures security, efficiency, and better communication.

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📌 1. Creating an Email Account

To start managing an email account, you must first create one. Popular email service providers include:

• Gmail (by Google)
• Yahoo Mail
• Outlook (by Microsoft)
• ProtonMail

Steps to create an email account:

1. Visit the website of the email provider.
2. Click on “Create Account” or “Sign Up”.
3. Fill in details like Name, Username, Password, Phone Number, etc.
4. Verify your phone number or alternate email.
5. Agree to terms and complete registration.

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🛠️ 2. Logging In and Out of Email

• Login: Enter your email ID and password at the email provider’s login page.
• Logout: Always log out after use, especially on shared or public computers, to maintain security.

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📂 3. Email Interface Overview

Most email interfaces consist of:

• Inbox: Where received emails are stored.
• Sent Mail: Emails you’ve sent.
• Drafts: Emails you’ve written but not sent.
• Spam: Suspicious or junk mail.
• Trash/Deleted Items: Deleted emails.

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📧 4. Sending and Receiving Emails

• Click on “Compose” or “New Mail” to send an email.
• Enter:
  • To: Recipient’s email address
  • CC (Carbon Copy): Sends a copy to other recipients
  • BCC (Blind Carbon Copy): Sends a copy without other recipients knowing
  • Subject: Title of the email
  • Body: Main message
• Click Send.

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📎 5. Attaching Files

• Use the paperclip icon or “Attach File” option.
• You can upload:
  • Documents
  • Images
  • Videos
  • PDFs
• Be mindful of file size limits (e.g., Gmail allows up to 25 MB per email).

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🧹 6. Organizing Emails

• Labels/Folders: Create custom folders to organize messages (e.g., Work, Personal, Bank).
• Archiving: Remove from inbox without deleting.
• Flag/Star: Mark important emails for quick access.

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🔐 7. Managing Account Settings

• Change password regularly.
• Add recovery options (mobile number, alternate email).
• Enable Two-Step Verification for added security.
• Set up a profile picture or signature.

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📆 8. Using Filters and Rules

• Automatically sort emails based on sender, keywords, or subject.
• Helps in prioritizing and decluttering your inbox.
• Example: Move all emails from “noreply@bank.com” to a “Bank” folder.

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📤 9. Email Forwarding and Auto-Reply

• Forwarding: Automatically send incoming emails to another address.
• Auto-reply: Set up a message that is sent when you’re unavailable (e.g., vacation response).

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🗑️ 10. Deleting and Recovering Emails

• Deleted emails go to the Trash folder.
• Most providers allow recovery within 30 days.
• After that, the emails may be permanently deleted.

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⚠️ 11. Spam and Phishing Awareness

• Avoid opening emails from unknown sources.
• Do not click on suspicious links or download unknown attachments.
• Report phishing attempts.
• Use Spam filters effectively.

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💡 Best Practices

• Check your inbox regularly.
• Unsubscribe from unwanted newsletters.
• Backup important emails.
• Don’t share your password.

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📱 Managing Email on Mobile

• Use official apps like Gmail app, Outlook app, or native mail apps.
• Set up push notifications for timely alerts.
• Sync your contacts and calendar if needed.