Email is a way to send messages and files to other people over the internet
Email works like postal mail, but it travels instantly through the internet instead of by truck. You write a message, address it to someone's email address, and they receive it in their inbox. They can read it, reply to it, or forward it to someone else. Email is free to send and receive, and you can do it from a computer, phone, or tablet as long as you have internet access.
To send or receive email, you need three things: an email account (which gives you an email address), a way to access that account (called an email client or webmail), and an internet connection. This guide covers how to set up an account, how to send and read messages, and what to do when things go wrong.
Key Takeaways
- You need an email account with a provider like Gmail, Outlook, or Yahoo, which gives you a unique email address and inbox.
- You can check email through a web browser by logging into your provider's website, or through an app on your phone or computer.
- Sending an email takes seconds: you write a message, add the recipient's address, and click send.
- Your password is the only thing protecting your account, so use a strong one and never share it with anyone.
- If you forget your password or can't log in, your email provider has a recovery process that usually involves your phone number or backup email address.
How to create an email account
The easiest way to get your free guide is to choose a free email provider. The most common ones are Gmail (owned by Google), Outlook (owned by Microsoft), and Yahoo Mail. Each one works the same way: you go to their website, click a button to create a new account, and fill in some basic information.
To create a Gmail account, go to accounts.google.com and click "Create account". You will be asked for your first and last name, a username (this becomes the first part of your email address), and a password. The username you choose must be unique — if someone else already has it, Gmail will suggest alternatives. After you pick one, your email address will be something like yourname@gmail.com. You will also need to add a phone number and a backup email address so you can recover your account if you forget your password.
The process is similar for Outlook (go to outlook.live.com) and Yahoo Mail (go to mail.yahoo.com). All three are free and work on computers, phones, and tablets. Pick whichever one sounds easiest to you — there is no wrong choice.
How to send an email
Once you have logged into your email account, look for a button that says "Compose" or "New Message" — it is usually near the top left of the screen. Click it, and a box will open where you can write your message.
Fill in three things: the recipient's email address in the "To" field, a short subject line that describes what the email is about, and your message in the main text area. The subject line helps the person know what to expect before they open it — for example, "Question about the meeting tomorrow" or "Photos from the party". Then click "Send", and your message goes to their inbox instantly.
If you want to send the same message to multiple people, you can add more email addresses in the "To" field, separated by commas. You can also use "Cc" (carbon copy) to send a copy to someone who should see it but is not the main recipient, or "Bcc" (blind carbon copy) to send a copy to someone without the other recipients knowing. Most people use "To" for the main recipient and "Cc" for others who should see it.
How to read and reply to emails
When someone sends you an email, it lands in your inbox. Open your email account and look for the inbox — it is usually the first folder you see on the left side of the screen. Click on any message to read it. The sender's name and the subject line appear at the top, and the message text is below.
To reply, look for a "Reply" button (usually near the top or bottom of the message). Click it, and a new message box opens with the sender's address already filled in and the original message quoted below. Type your response and click "Send". If you want to reply to everyone who received the original message (if it was sent to multiple people), look for "Reply All" instead of "Reply".
You can also forward an email to someone else. Click "Forward", and the original message will be included in a new email. Add the new recipient's address and click "Send". This is useful if you want to share information with someone who was not part of the original conversation.
How to organize and manage your inbox
Over time, your inbox will fill up with messages. Most email providers let you create folders to sort messages by topic — for example, a folder for work emails, one for receipts, and one for personal messages. To create a folder, look for a settings menu or a "Create label" option (Gmail calls folders "labels"). You can then move emails into these folders by clicking and dragging, or by right-clicking a message and choosing "Move to folder".
You can also mark emails as unread if you want to come back to them later, or delete emails you no longer need. Most providers move deleted emails to a "Trash" or "Deleted Items" folder for a few weeks before permanently removing them, so you can recover them if you change your mind.
Many email providers also have a spam filter that automatically sends unwanted emails to a "Spam" or "Junk" folder. Check this folder occasionally to make sure important emails did not get caught by mistake. If an email is spam, you can mark it as such, and the filter will learn to catch similar emails in the future.
How to keep your email account secure
Your email account is valuable because it is connected to many other accounts — banking, shopping, social media, and more. If someone gains access to your email, they can reset passwords on those other accounts and lock you out. Protect your account by using a strong password that is at least 12 characters long and includes uppercase letters, lowercase letters, numbers, and symbols. Do not use your name, birthday, or common words.
Never share your password with anyone, even if they say they work for your email provider. Real support staff will never ask for your password. If someone asks for it, it is a scam. Also, be careful about emails that ask you to click a link and "verify" your account or "confirm" your password — these are usually phishing attempts designed to steal your login information. Your email provider will never ask you to do this in an email.
If you think someone has accessed your account without permission, change your password immediately. Go to your account settings, find the password section, and create a new one. If you notice emails you did not send or folders you did not create, contact your email provider's support team right away.
What to do if you forget your password or can't log in
If you forget your password, look for a "Forgot password?" link on the login page. Click it, and your email provider will ask you to verify your identity. They usually do this by sending a code to your phone number or to a backup email address you set up when you created your account. Enter the code, and you will be able to create a new password.
If you do not have access to your phone number or backup email address, the recovery process takes longer. You may need to answer security questions you set up when you created your account, or provide other proof that you own the account. Contact your email provider's support team for help — they have a process for this situation, though it can take a few days.
If you are locked out because someone else changed your password, follow the same "Forgot password?" process. If that does not work, your provider may ask you to verify your identity in other ways before letting you back in. This is a security measure to make sure the real account owner is the one requesting access.
Frequently Asked Questions
Can I have more than one email account?
Yes. Many people have multiple email accounts — one for work, one for personal use, one for shopping. You can create as many free accounts as you want with different providers or the same provider. You log into each one separately, and they have separate inboxes.
How do I add an attachment to an email?
Look for a paperclip icon or an "Attach" button in the compose window. Click it, and your computer will open a file browser. Navigate to the file you want to send (a photo, document, or other file), select it, and click "Open". The file name will appear in the compose window. You can attach multiple files to one email, though very large files may take a while to send.
What is the difference between Gmail, Outlook, and Yahoo?
They all do the same thing — send and receive email — but they look slightly different and have different features. Gmail is the most popular and integrates with Google services. Outlook integrates with Microsoft services. Yahoo is older but still widely used. Pick whichever interface you find easiest to use.
Is email really free?
Yes. Creating an email account and sending and receiving messages costs nothing. Email providers make money by showing you ads or by offering paid versions with extra storage or features, but the basic service is free.
How long does it take for an email to arrive?
Usually a few seconds to a few minutes. Email is nearly instant, but occasionally a message can take longer if the recipient's email server is busy or if it gets caught in a spam filter. If an email does not arrive within an hour, ask the sender to check that they used the correct email address.