Locked lesson.
About this lesson
Tips on sending, receiving and saving attachments.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Handling Attachments
Attachments are a reality with emails. Learn how to quickly handle them with this lesson.
When to use
When an attachment is required, either sending or receiving, being able to quickly view and save the file is easily handled.
Instructions
Sending an Attachment
- Click the paperclip button on the Message ribbon.
- Choose from the Recent Items list, or at the bottom of the list click Browse this PC.
- You will see a confirmation of the attachment on the email screen.
Tip: If your document is on your desktop, simply click and drag it into the message window and it will attach automatically.
Receive and Preview an Attachment
- If an email arrives with an attachment, a paperclip will be on the message.
- You can click the attachment name in the inbox and a preview of the attachment will show up in the message window. (This is to give you an idea of what you are opening; a virus protection feature.)
Saving / Opening an attachment
- Right click the Attachment and choose Open or Save as.
Tip: If your desktop is in view, simply click and drag the attachment from the email screen and onto the desktop.
Login to download- 00:05 All right, in this lesson we're going to talk about handling attachments.
- 00:08 And there's two types of attachments, of course, files, but
- 00:12 there's also Outlook item attachments we can attach to an email, as well.
- 00:16 So this is an email feature, of course, you can attach files to calendars and
- 00:21 contacts, as well, but generally it's on a message.
- 00:24 Please notice I have a brand new email on my screen.
- 00:26 I'm on the message ribbon, top left, and
- 00:29 my mouse is over here on the include section.
- 00:31 Do I want to include a file or an item?
- 00:34 Let me show you the difference.
- 00:35 When I click on the Attach File, here's a recent list of all the files I've just
- 00:39 recently worked on in the last couple days.
- 00:42 I love this feature.
- 00:43 They added this feature in Outlook 2016 and
- 00:46 it is great because I don't have to dig, dig, dig for a recent file.
- 00:51 But let's just say there's a file that I worked on that's not on this list, and
- 00:55 I need to attach it, it's from a couple weeks ago.
- 00:57 Now, let me show you a little trick.
- 00:58 I'm going to move this over, and I have two options on my screen.
- 01:02 First of all, I have my Files on this particular screen.
- 01:07 And I also have another icon sitting out here on my desktop.
- 01:11 So let me just make sure that I've got my message screen again.
- 01:16 My message screen is hanging out right here and
- 01:19 I'd like to attach this little set of Office icons to this e-mail.
- 01:23 Well, I don't have to go to attach, browse, desktop all that.
- 01:28 I'm just going to click and drag this icon to the top of that email message, okay?
- 01:32 Ready, watch, click and drag it right over here.
- 01:36 Notice the shape of my mouse has a little square on it, that's called a Lasso.
- 01:40 I'm about to move it off of my screen onto this email, ready, let go, there we go.
- 01:46 I guess it did stay on my screen my mistake, and
- 01:48 now I've just attached these office icons.
- 01:50 Well, how about the folder list in the background?
- 01:52 I would like to take one of these files and drop it onto this email.
- 01:57 So when I click on the file name click and drag it right over here and
- 02:01 drop it, it's that easy.
- 02:03 Now, of course we can reverse this as well, so
- 02:06 maybe I just received this email it's got attachments on it, I can click and
- 02:10 drag this attachment right over here to my desktop.
- 02:14 And I can click and drag this attachment right over here to my folder list.
- 02:18 It all depends on you and where you want everything to land.
- 02:21 But the easiest way to get an attachment on an email, just click and
- 02:25 drag the thing.
- 02:26 Or get it off an email, just click and drag it off, I love it.
- 02:28 Now, to make out of it, I'm trying to keep my email inbox light,
- 02:33 which means as soon as I'm done with getting an attachment off my email,
- 02:38 I come in here and I tell it remove attachment.
- 02:42 It lightens the load of my inbox, and my inbox stays nimble, okay?
- 02:46 So I'm going to remove that attachment and I'll remove this one, there we go.
- 02:51 Now, there's one other thing in here let me show you that.
- 02:53 Still in the brand new email instead of attached file let me show you attached
- 02:57 item, this is a little known secret.
- 02:59 Attach item means I can attach someone from my contacts,
- 03:03 I can attach a calendar appointment or Outlook item, well, what could that be?
- 03:08 Let's take a look.
- 03:09 Click, Outlook item, check this out.
- 03:12 An entire list of my email shows up.
- 03:14 I can attach an email and multiple.
- 03:17 I'm going to hit Ctrl, click, click, click, hit OK.
- 03:22 Here we go I just attached three emails to an email rather than doing a forward,
- 03:26 rather than trying to get the copy paste to make sense.
- 03:29 Maybe you want to keep an entire conversation as a set and
- 03:32 forward it to someone else.
- 03:34 You can actually go into the attach item to your emails and
- 03:37 attach an email to an email, I can attach a calendar appointment to any email.
- 03:42 I can attach it contact name to an email.
- 03:44 It's all up to you, you just have to know the option is there and
- 03:48 it is under the Include section of a brand new message.
Lesson notes are only available for subscribers.