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This chapter is from the book

Sending Attachments

E-mail messages can have attachments, which can be either files or Outlook items. Some examples of Outlook items are tasks, contacts, and other e-mails. You should attach Outlook items only when you are sending to people who also use Outlook. Other e-mail software applications don't know how to handle Outlook items, so it is useless to send Outlook items to people who do not use Outlook. If you attach Outlook items, you also must send the e-mail in Outlook Rich Text Format, which you learned about earlier in this chapter.

You can't add an attachment to a received e-mail message; you can only add an attachment to new e-mails or to open e-mails that are being replied to or forwarded.

The Paperclip icon in the toolbar enables you to attach files (not Outlook items) to an open e-mail. Selecting the Paperclip icon in an open e-mail opens the Insert File dialog, shown in Figure 3.12.

Figure 3.12Figure 3.12 The Insert File dialog enables you to attach files to e-mails.


To send Outlook contacts and calendar entries to people not using Outlook, use the Internet standard vCard and iCalendar or vCalendar formats, which you will learn how to do in Chapter 6, "Contacts and Address Books," and Chapter 7, "The Calendar."

Select the file to attach to the e-mail in this dialog and then select Insert to insert the file as an attachment.

To attach an Outlook item to an e-mail, click the down arrow next to the Paperclip icon and select Insert Item to open the Insert Item dialog, shown in Figure 3.13. If you are using the Outlook editor, select Insert, Item to open the Insert Item dialog.

In the Look In section at the top of the dialog, select the folder where the item you want to insert is located. Scroll through the Items section at the bottom of the dialog and select the item to insert; then click OK to attach the Outlook item to the e-mail.

If you are using the Outlook editor, you can choose to insert the item as an attachment, as text only, or as a shortcut. Selecting Attachment attaches the Outlook item to the e-mail message just as it does when you attach a file. Selecting Text Only inserts information from the Outlook item as text in the e-mail. Selecting Shortcut inserts a shortcut link to the item and is not useful unless you are using Exchange server and the Outlook item is in a folder accessible to the recipient of the e-mail message.

Figure 3.13Figure 3.13 The Insert Item dialog enables you to attach Outlook objects to e-mails.


Attachments are shown differently depending on which e-mail format you are using. Attachments in HTML or Plain Text format are shown in a separate attachments area just below the message subject. Attachments in Rich Text messages are shown in the message text area.

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