Attachments

introduction | considerations | sending attachments | receiving attachments | common problems | virus protection

Introduction

Attachments are complete files that you send in or with your email message. These files can be any type of digitized information such as text documents, pictures or sounds. Attaching a file to your email message means that when the email message is sent, the attachment will also be sent.

Considerations

1. Before sending an attachment make sure the recipient can read that type of document. For example, if you are sending a text document, find out what program they use to read text documents and make sure your file can be opened by that program. People are usually happy to discuss this, in order to avoid receiving files which they can't read or open.
2. Add a file name extension to your file that you wish to attach. For example if you are attaching a Microsoft Word document to your email, make sure the filename ends with .doc before you send it. Common filename extensions are:
   
   

Word document	filename.doc
Word rich text format	filename.rtf
Excel spreadsheet	filename.xls
Images	filename.jpg or filename.gif



3. When you are attaching a file to an email, it is considerate to mention that you are attaching a file and what format that document is in.
   
4. Do not send attachments that are very large unless the person has asked you to send it. Remember that the larger the file size, the longer it will take the person to download (Large file size usually means over 500 kb).
5. Make sure the file that you are attaching to your email message is not open on your computer when you send your email. This can lead to bad file transfers and damaged data.

Sending attachments

You can send attachments with most email programs by just clicking a button and selecting a file on your computer. However in order for you to send an attachment you must first be familiar with sending an email and how to select files on your computer. If you don't know how to send emails yet then go to the email section first by clicking here.

How do I do this?
(This example describes sending an attachment using the Eudora email program.)

Once you have composed your new message, simply click on the top menu "Message" and select "Attach document". This opens a window which will let you select the file you wish to attach. Find the file and click the mouse on "attach".

Receiving attachments

Before you plan to receive any attachments you must set up an attachments folder on your computer.

How do I do this?
If you are using the Eudora email program you can find out how to do this by going to the help page on the eudora website at http://www.eudora.com/techsupport/kb/2020hq.html. Click here to open the page.

If you are using the Microsoft Outlook an attachments folder is automatically set up for you inside the Outlook Program folder.

You will generally know if you have received attachments when a paper ( ) or paperclip icon appears next to a message in your Inbox. The icon you see will depend on the email program that you are using.

Example - receiving an attachment with Microsoft Outlook:

You can open the attachment by first double clicking the mouse on the message. Scroll down to the end of the message and again double click the mouse at the file icon. You can also open the attachment by finding the attachments folder on your computer and opening the new file which has come in.

Common problems

You can not open the attachment! This is generally because the file has been sent to you in a format which you can't read (eg the file was made with a different version of a word processing program that you have). You must notify the sender that you do not have the right program to open the file. If the file is an image file, ask the sender to send it as a .jpg or a .gif file which means you can easily open the file with your web browser (such as Internet Explorer).

Virus protection

Receiving attachments increases your chance of transferring a virus on to your computer. To find out more about viruses go to the virus information page by clicking here.

To reduce the chance of transferring a virus,

• do not open any attachment from anyone you don't know.

• do not open any attachment where the file name ends in .exe unless you are totally sure that the file is safe.

• install antivirus software on to your computer; this automatically checks files before running them or reading them on your computer.

• regularly update this antivirus software as new viruses are discovered.

• make sure your files do not have viruses before you send them to anyone else. The last thing you want to do is give a friend, other student or staff member a computer virus.

ACTIVITY - click on the right answer: When someone sends me an attachment, it will open automatically it will be automatically be sent to an attachments folder the name of the attachment will be included in the subject area