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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- 00:04 Hello, this is Andy, and I want to talk to you about handling attachments.
- 00:08 Now, I am in a brand new email, and right over here in the Include section,
- 00:12 I have three items, Attach File, Attach Item, and Signature, which we already saw.
- 00:17 So for attach file, when you hit that drop down arrow,
- 00:20 it will show you files you recently worked on, and I'm gonna go ahead and
- 00:23 select that one, and you can see the attachment right here.
- 00:26 Now, it shows up as an attachment because, for
- 00:29 instance, I am currently formatted as HTML.
- 00:32 If I was formatted as plain text, it stays there, but
- 00:35 rich text will move it as an icon into the email.
- 00:40 But just so you know, that was covered in a previous video, so I'll go ahead and
- 00:44 move this back to HTML.
- 00:45 Now, after the attachment is on there,
- 00:47 you have some options over here on the drop down arrow.
- 00:50 I can hit this drop down, I can Open it, Print it, Save it as or
- 00:54 remove it, which I'll go ahead and do right now.
- 00:56 I could also copy it.
- 00:57 I'll go ahead and remove it.
- 00:59 Now, back to this includes section,
- 01:02 that was the attach file, what about an attach item?
- 01:06 Attach item refers to an Outlook item, like a business card or
- 01:10 a calendar appointment, or any other item.
- 01:12 You could actually attach an email to an email rather than forward an email,
- 01:17 you could attach a few separate emails to an email.
- 01:20 So, just so you know, you have that option.
- 01:22 It's rarely used, I think cuz hardly anyone knows they have that option.
- 01:26 But, just wanted to point out to you right here.
- 01:28 I'll go ahead and
- 01:29 cancel that, because there's also an easier way to get an email attached.
- 01:33 I'm gonna move my screen over, and
- 01:35 you can see I have a file sitting out here in the background of my desktop.
- 01:39 Now I can literally click and
- 01:41 drag that file right into the email, and it attaches, it's that simple.
- 01:46 And even if this was a plain text one, I'll go ahead and
- 01:49 remove that, if I change my format to plain text I can click and
- 01:53 drag it right in and it does the same thing.
- 01:55 I'll remove it again so you can see if I go to rich text,
- 01:58 click, drag it in, same thing.
- 02:00 It's that easy.
- 02:02 I'm gonna go in and switch that to format.
- 02:03 I'm gonna click on the background and get rid of that file off my desktop,
- 02:10 and show you when you receive an email with an attachment, instead of hitting
- 02:14 the drop down and doing a Save As, you literally click and drag it right outside.
- 02:18 Notice I have a lasso, a little square at the bottom of my mouse.
- 02:21 I let go, and there, the attachment is now on my desktop.
- 02:25 It's in both places.
- 02:26 It's a good idea after you actually move attachments out to your desktop,
- 02:30 go ahead and get rid of them off the email.
- 02:32 It keeps your email file cleaner, less clutter in there.
- 02:35 So I just wanted to show you that it's a great way to handle attachments, and
- 02:39 it's also a great thing to know about this attach item thing.
- 02:43 All righty, I'll see you in the next video.
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