Email is a message sent through the internet to someone else's inbox

When you write an email and hit send, your message travels from your device to a mail server, then to the recipient's mail server, then sits in their inbox until they open it. The whole journey usually takes seconds to a few minutes. You need three things to send email: an email address (the account you send from), a password (to prove it's you), and the recipient's email address (where it goes).

Email is free to use. You can create an account with Gmail, Outlook, Yahoo Mail, or many other providers without paying anything. Once you have an account, you can send and receive messages from anyone else with an email address, anywhere in the world.

Key Takeaways

  • Email requires three things: your email address, your password, and the recipient's email address.
  • You can create a free email account through Gmail, Outlook, Yahoo Mail, or your internet provider in a few minutes.
  • Messages travel from your device to your mail server to the recipient's mail server, usually arriving within minutes.
  • You can attach files, photos, and documents to emails, and the recipient can read them on their end.

Creating an email account

Go to Gmail.com, Outlook.com, or Yahoo.com. Click the button that says "Create account" or "Sign up". You will be asked for your name, a username (the part before the @ symbol), and a password. The username must be unique — if someone else already has that name, you will need to choose a different one. Write down your password somewhere safe, because you will need it every time you log in.

After you create the account, the provider sends a confirmation email to make sure the address is real. Open that email and click the link inside it. Your account is now active and ready to use.

Sending your first email

Log in to your email account. Click the button that says "Compose" or "New Message". A blank email form will open. In the "To" field, type the recipient's full email address exactly as it is — spaces and capital letters matter for the display, but email addresses are not case-sensitive for delivery. In the "Subject" line, write a few words describing what the email is about. In the large text box below, type your message.

When you are finished writing, click "Send". The email leaves your device and travels to your mail server, which reads the recipient's address and forwards it to their mail server. Their mail server stores it in their inbox. They will see a notification that a new message arrived, and they can read it whenever they open their email.

What happens when you receive email

When someone sends you an email, it arrives at your mail server and waits in your inbox. You do not have to be online for it to arrive — the server holds it for you. When you log in to your email account, you will see a list of all the messages in your inbox, with the sender's name, the subject line, and the first few words of the message. Click on any message to read the full text.

You can reply to a message by clicking "Reply". A new compose window opens with the original sender's address already filled in. Type your response and click "Send". You can also forward a message to someone else by clicking "Forward", which sends them a copy of the original message plus anything you add.

Attachments: sending files and photos

You can send files, photos, and documents through email by attaching them. In the compose window, look for a button that looks like a paperclip or says "Attach". Click it and select the file from your computer. The file will upload and appear in the email. When the recipient opens the email, they will see the attachment and can read it to their own computer.

Most email providers limit how large a single attachment can be — usually between 20 and 25 megabytes. If your file is larger, you may need to compress it (make it smaller) or use a file-sharing service like Google Drive or Dropbox instead. The recipient will receive a link they can click to read the file.

Keeping your email account find

Your password is the only thing protecting your email account. Use a password that is at least 12 characters long and includes capital letters, numbers, and symbols. Do not use your name, birthday, or common words. Do not share your password with anyone, and do not write it on a sticky note on your monitor.

Be cautious of emails from people you do not know asking you to click links or read attachments. These are often phishing emails designed to steal your password or infect your computer with malware. If an email looks suspicious, delete it. Legitimate companies will never ask you to confirm your password or financial information through email.

Common email tasks and what they mean

When you receive an email, you can mark it as "read" (you have seen it) or leave it "unread" (so you remember to deal with it later). You can move messages into folders to organize them — most email providers let you create custom folders. You can also use the search function to find old emails by typing a sender's name or a word from the subject line.

The "CC" field (carbon copy) lets you send the same email to multiple people at once. Everyone who receives it can see all the other recipients. The "BCC" field (blind carbon copy) does the same thing, but the recipients cannot see who else received it. The "Reply All" button sends your response to everyone who was on the original email, not just the sender.

Frequently Asked Questions

How long does it take for an email to arrive?

Most emails arrive within seconds to a few minutes. Occasionally a message may take longer if the recipient's mail server is busy or if there is a problem with the internet connection. If an email does not arrive within an hour, check that you typed the address correctly and resend it.

What if I forget my password?

Every email provider has a "Forgot password" link on the login page. Click it and answer security questions or confirm your identity through a phone number or backup email address. The provider will send you a link to create a new password. Do not share this link with anyone.

Can I delete an email after I send it?

Most email providers have an "Undo Send" feature that works for a few seconds after you click send — usually between 5 and 30 seconds depending on the provider. After that window closes, the email is gone and cannot be recalled. Always read your message before sending it.

Is email private, or can other people read my messages?

Your email is private between you and the recipient, but it is not encrypted by default. Your mail provider's employees could theoretically read it, and if someone has your password, they can read everything in your account. If you need to send sensitive information, use a service that offers end-to-end encryption.

Can I have more than one email account?

Yes. You can create multiple accounts with the same provider or with different providers. You log in to each one separately. Many people use one email for work, one for personal use, and one for shopping and newsletters.