CYBER NOTES June, 2005 by Dave Benore

How to Attach Files to an Email, and Read Attachments by Others

One of the most important advantages of email is the ability to attach a file to an email message. This means that it does not have to be retyped or copied into the body of the email.

How does one attach a file to an email? Assume Outlook Express is the email program being used. Other programs, or web mail from web sites like AOL or Yahoo, will be somewhat similar. Of course, you must know the file name and in what folder it resides. (By using the “Search” function in Windows Explorer one can identify folder locations if the file name is known.)

Opening Outlook Express and clicking on the “Create Mail” button will open the new message window. The file to be attached can be attached at any time before sending the email. When ready to attach a file, click the “attach” button in the toolbar at the top of the window. That causes the “Insert Attachment” dialog box to open.

Examine the “look in” drop-down menu to see what folder is presently offered to be used. Often it will not be the correct one. If it isn’t, start by using the down arrow of the drop-down menu. Navigate through your folder system until you find the folder containing the file to be attached.

This requires some knowledge of how your hard disk is organized. Windows Explorer displays the hard disk organization. (Books on Windows explain how Windows Explorer works. Windows XP displays things a little different from earlier Windows operating systems.)

When in the correct folder you can read the name of the file you wish to attach. Select that file (click on it) and then click on the “Attach” button. The file will be attached to your email. It shows up as a new line in your email just below the subject line. The file name is displayed and that is your confirmation that the file is attached. After completing any remainder of the email, send it normally.

When you receive an email with an attachment, the attachment is indicated (in the Inbox of Outlook Express) by a symbol of a paper clip to the left of the email messages list. Open the email normally. Under the subject line in the email heading information will be the “Attach:” line containing the file name(s) that are attached. The attached file can be opened by simply double clicking the file name.

Look for more information about email attachments in the next issue.

Happy Computing!