Microsoft Office Tutorials and References
In Depth Information
There are several concerns with attachments that you need to be aware of. One has to do with file
size. Most email accounts limit the size of attachments that can accompany an email message. The
limit varies between different accounts but 10MB is a common figure. Even if your account allows
you to send large attachments, the recipient’s account may not allow them to receive them.
The other concern I will mention has to do with security. Certain types of files have the potential
to harm your computer by introducing a virus or by other means. Outlook and other email client
programs block potentially harmful attachments based on the filename extension, which indicates
the type of file. For example, executable program files use the .EXE extension and these are
blocked by Outlook.
One approach to dealing with both of these concerns is to use a file archiving utility to compress
your files into a ZIP or other kind of archive. This not only reduces the file size but also hides the
extensions of files that might be blocked on the receiving end.
What kinds of files can you send and receive as attachments? Any image file is okay, including
those with the .JPG, .GIF, .PNG, and .TIF extensions. So are text files (.TXT extension), XML files
(.XML extension), and most Microsoft Office documents: Word (.DOC and .DOCX extensions),
Excel (.XLS and .XLSX extensions), and PowerPoint (.PPT and .PPTX extensions). ZIP archives
(.ZIP extension) are okay too.
You may want to review the section on attachment security in Chapter 20 if you will be sending
and/or receiving a lot of attachments. The remainder of this section shows you how to add
attachments to a message.
When you are composing an email message, you attach a file as follows:
If necessary, click the Message tab to display the Message ribbon.
Click the Attach File button (with a paper clip icon). Outlook opens the Insert File dialog
box as shown in Figure 4.3. The initial display is the files in your My Documents folder.
If necessary, use the dialog box to navigate to the folder containing the file.
Click the name of the file to attach. To attach multiple files from the same folder, hold
down the Ctrl key while clicking.
Click the Insert button.
Once you have attached one or more files, the message will display an Attached line in the header,
as shown in Figure 4.4. The attached files are listed here along with the file size. If you change
your mind and want to remove a file, click its name in the Attached box and press Delete.