[ Team LiB ] Using Email Attachments

[ Team LiB ] Using Email Attachments As more and more people get broadband connections to the Internet and mailbox size limits increase, including attachments, especially large ones, on email messages is something few of us think twice about these days. Its easier for the sender to attach the file to the email than it is to provide a link to a download on a public server. And its often easier for the recipient to download the file with his email than to download it from a server. Many corporations delete all attachments from incoming email in an effort to...
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[ Team LiB ] Using Email Attachments[ Team LiB ]Using Email AttachmentsAs more and more people get broadband connections to the Internet and mailbox sizelimits increase, including attachments, especially large ones, on email messages issomething few of us think twice about these days. Its easier for the sender to attach thefile to the email than it is to provide a link to a download on a public server. And itsoften easier for the recipient to download the file with his email than to download it froma server. Many corporations delete all attachments from incoming email in an effort to prevent the spread of viruses.After youve downloaded the message and attachment, Outlook stores the attachment inyour mailbox or message store. Attachments you send are kept in your Sent Items folder.If mailbox size is a problem, you can delete the attachments and save the message. SeeRemoving Attachments later in this hour to learn how to delete attachments.An attachment isnt included on a reply; you must use Insert, File if you need to send theattachment back. The reasoning behind this is that the sender already has the file and shedoesnt want a copy of it back. Forwarding a message with an attachment keeps theattachment on the message, unless its a blocked attachment. In that case, you mustforward the message as an attachment. There are two ways to forward messages: inline,in which the forwarded message body is seen in the message body, and as an attachment,in which the forwarded message is included as an attachment. When messages areforwarded as attachments, the recipient needs to open the message to read it, but caneasily reply to the original sender.To forward a message as an attachment when inline forwarding is your default: • Select two messages: the one you want to forward and another. • Choose Forward. • After the new message form opens, delete the extra attachment.You can also open a new message form, and then use Insert, Item if youre using theOutlook editor, or the Insert button (which has a paperclip icon), Insert Item when Wordis your editor to insert one or more Outlook items to forward.When the Insert Item browser dialog opens, select the Outlook folder from the Look In:folder list and the item you want to insert in the Items: list. Use Shift+Click or Ctrl+Clickto select and insert multiple items.The Insert As format choices offered are affected by the message format used. Themessage format in Figure 6.1 is HTML, so Insert As Attachment is the only optionavailable. Figure 6.1. Use the Insert Item dialog to attach Outlook items to your email.Use the Insert, File menu selection to send files from your hard drive. Select the file fromthe Insert File explorer and choose Insert to add the attachment to your message or useShift+Click or Ctrl+Click to select multiple files. When the file is a plain text format, including HTML, you can use Insert As Text, which sends the file as text in the message body.After you add an attachment to a message, the Attachment Options task pane opens. Ifyoure using SharePoint services, you can add the files to your document workspace;otherwise, ignore it. When your message includes images, select a picture size fromPicture Options.You can disable the task pane by unchecking Show When Attaching Files at the bottomof the pane. You can show it again at any time using Ctrl+F1.Editing Attachments Opened from OutlookThe easiest way to open an attachment is with a double-click from the email message.From the standpoint of viruses and security, its just as safe to open it this way as it is tosave it to your hard drive first. But when youre editing an attachment, its generally betterto save the attachment to your drive first and then edit the copy saved on your hard drive.If you dont, you risk losing your edited file when you close it. If you dont need to savethe edits back to the copy on the message, you dont gain much by opening theattachment from Outlook. If you regularly receive attachments by email for your work and are worried that opening attachments from an email message leaves you at greater risk for virus infections, stop worrying. How you open attachments is less important than keeping your antivirus scanner running in autoprotect mode with the latest virus definitions and using common sense when you decide which attachments to open. This is because Outlook saves attachments to the hard drive when you view the message and your antivirus scanner will scan it. You dont gain additional antivirus benefits if you save the attachment to your drive first because Outlook beat you to it. So, go ahead: Open the attachment from the Reading Pane or from an open message—your antivirus scanner has already scanned it. Keep in mind, however, that this doesnt mean you should open every attachment you receive. You need to be cautious with attachments you arent expecting or didnt request. Bypass Outlooks attachment blocking feature only for file extensions you must use for work and keep the remaining extensions blocked. If the message is suspicious, dont open the attachment before asking the sender for more information.Right-clicking a message in the list pane and choosing View Attachments opens theattachment in read-only format. If you edit the attachment and try to save it, youll beasked to use a different filename.Saving Changes to AttachmentsWhen you open an attachment in Outlook, if you do it right, you can edit the attachmentand your changes will be saved back to the attachment.The right way: Open the message, and then open the attachment, and close the attachmentbefore closing the message. The message ...