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Benefits and Risks of Free Email Services
Although free email services are convenient for sending personal
correspondence, you should not use them to send messages containing
sensitive information.
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What is the appeal of free email services?
Many service providers offer free email accounts (e.g., Yahoo!,
Hotmail, Gmail). These email services typically provide you with a
browser interface to access your mail. In addition to the monetary
savings, these services often offer other benefits:
- accessibility - Because you can access your account(s) from
any computer, these services are useful if you cannot be near your
computer or are in the process of relocating and do not have an
ISP. Even if you are able to access your ISP-based email account
remotely, being able to rely on a free email account is ideal if you
are using a public computer or a shared wireless hot spot and are
concerned about exposing the details of your primary account.
- competitive features - With so many of these service
providers competing for users, they now offer additional features such
as large amounts of storage, spam filtering, virus protection, and
enhanced fonts and graphics.
- additional capabilities - It is becoming more common for
service providers to package additional software or services (e.g.,
instant messaging) with their free email accounts to attract
customers.
Free email accounts are also effective tools for reducing the amount
of spam you receive at your primary email address. Instead of
submitting your primary address when shopping online, requesting
services, or participating in online forums, you can set up a free
secondary address to use (see Reducing Spam
for more information).
What risks are associated with free email services?
Although free email services have many benefits, you should not use
them to send sensitive information. Because you are not paying for the
account, the organization may not have a strong commitment to
protecting you from various threats or to offering you the best
service. Some of the elements you risk are
- security - If your login, password, or messages are sent in
plain text, they may easily be intercepted. If a service provider
offers SSL encryption, you should use it. You can find out whether
this is available by looking for a "secure mode" or by replacing the
"http:" in the URL with "https:" (see Protecting Your
Privacy for more information).
- privacy - You aren't paying for your email account, but
the service provider has to find some way to recover the costs of
providing the service. One way of generating revenue is to sell
advertising space, but another is to sell or trade information. Make
sure to read the service provider's privacy policy or terms of use to
see if your name, your email address, the email addresses in your
address book, or any of the information in your profile has the
potential of being given to other organizations (see Protecting Your
Privacy for more information). If you are considering forwarding
your work email to a free email account, check with your employer
first. You do not want to violate any established security
policies.
- reliability - Although you may be able to access your
account from any computer, you need to make sure that the account is
going to be available when you want to access it. Familiarize yourself
with the service provider's terms of service so that you know exactly
what they have committed to providing you. For example, if the service
ends or your account disappears, can you retrieve your messages? Does
the service provider give you the ability to download messages that
you want to archive onto your machine? Also, if you happen to be in a
different time zone than the provider, you may find that their server
maintenance interferes with your normal email routine.
Authors: Mindi McDowell, Allen Householder
Copyright 2005 Carnegie Mellon University. Terms of use
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Last
updated
April 30, 2008
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