E-Mail Basics > 3: Attaching Files

3A: Sending Attachments

Most e-mail programs let you send and receive files as attachments to messages. These files can be text (word processing documents), spreadsheets, data files or graphics. If you are working on a group project, you can share and edit documents easily using e-mail attachments. Some instructors may also require that you send assignments to them as e-mail attachments.

-- To send an e-mail message with an attachment:

1. ACTION: Open your e-mail program and create a new message. You can also attach a file to a reply or a forwarded message.

2. MENU: Look for the menu option to attach a file:

3. SELECT: A dialog box will open. Browse your computer and locate the file you wish to attach. A pointer to the exact location of that file on your computer will be added to the message.

4. SEND: Click on Send. Your message and a copy of the accompanying file are on their way.

• Make sure that the file can be read by the recipient. For example, if you attach a Word document or an Excel spreadsheet to an e-mail message, your recipient must have that software or a compatible program to open the file. If you are sending a file created with a Windows program to someone who uses Macintosh, be sure to save the file in a format that be read by their system.

• File format: If you don't know what type of software or computer your recipient has, send documents as plain text (ASCII) or as a format that can be read by many applications (such as a rich text file, RTF). By sending text, although you may lose special formatting (bold or italic text, underlining, etc.), you can be sure your attachment can be read.

• File names: It's a good idea to include in the text of your e-mail message the names of any files you have attached along with the program/operating system used to create them.

  Example: "A file called jims_data.xls (Excel 2000, Windows) is attached."

• Compress large files: If an attachment is large, you may need to use special software to compress it first in order to reduce the file size and the amount of time it takes to be transmitted. Compressing files is sometimes called "archiving" or "zipping" them. Inexpensive or free file compression software is available at Download.com (see "Utilities").

3B: Receiving Attachments

Receiving an attachment is usually very simple.

• File attachments may appear in a message as icons, like the sample below. Click on the icon to open the file.
  

• You may see a paper clip icon in the preview pane when viewing a message with an attachment (as shown in the illustration). Click on the paper clip to view the file name. Highlight the file name to open the attachment.

3C: Problems with Attachments

-- Garbled Text:

When files are transported as e-mail attachments, they are encoded in a special way. Not all online services use the same type of encoding method:

• MIME (Multipurpose Internet Mail Extension) - The default or most heavily used method.
• Binhex - A Macintosh standard, identified by the file suffix .hqx.
• UUencode - Another method for encoding.

Most mail attachments are encoded and decoded automatically by your mail program. If you receive a message filled with strange characters, the encoded attachment never got decoded. You may need to use other software before you can read it. You can find these decoding programs at Download.com. Just do a search for the kind of decoding you need (MIME, Uuencode or BinHex).

-- Viruses and E-Mail Attachments

Viruses are malicious computer programs that can damage your computer or files. Often, they are distributed within attachments to e-mail messages.

Be very cautious about opening e-mail attachments, even if you know the person who sent the message. Some viruses can use the e-mail program's address book to distribute themselves to everyone listed in it. You may receive one from a friend unintentionally.

Attachments with an .exe file extension (such as PrettyPark.exe) are programs that run on computers with Windows operating systems. Many viruses are distributed as .exe files, but they can also hide within documents or other types of files attached to e-mail messages.

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