9. Attachments

Email messages are text. To send other kinds of file, such as figures, word processed documents, spreadsheets, and so on, you need to use attachments. You can attach any file that your browser can access, for example on a local USB drive or hard disk, within certain size restrictions (see Nexus Frequently Asked Questions ). In order to be able to read the attachment, the receiver needs to have appropriate software to read the file. For example, if you send a Word 2007 document, they will need to use Word 2007, or another application which understands Word 2007 file format, to read it. Some email servers will not accept attachments which they consider risky, such as executable files, so it is best to check with the recipient before sending.

9.1. Attaching a File to a Message

To send a message with an attachment, begin by starting to compose a new message as normal. Then click on the paperclip icon at the top of the screen.

Location of attachments icon in new message box
Figure 24. Attach files icon

This opens a browse window where you can select the file that you want to send:

Figure 25. Attach a file

Click Browse and use the dialog box to browse through your drives and directories to find the file you want to attach. Select the desired file and choose Open. The file name will appear in the Attachments text box. To complete the process click Attach. The name of the file will now appear in the Attachments section, above main body of your message.

If you change your mind about sending an attachment, click on its name in the attachments list and press <Delete> on your keyboard. The file will be removed from the email message.

9.2. Receiving an Attachment

Message with attachments
Figure 26. Message with attachment icon

When you receive a message with an attachment, a small paperclip icon appears next to the message in your Inbox. When you view the message in the preview pane, or by opening it, you will see a list of attached files at the top of the message.

To view the attached file, click its name in the attachments list. You may be given some information about the dangers of downloading unknown files from the network. If you do decide to go ahead, you can either save the file to be opened later or you can choose to open it now. If you open it now, your browser will attempt to find an appropriate application and open it in that (e.g. Adobe Acrobat, Microsoft Word), based on the filename extension (the last part of the filename).

If you want to save the file after you have opened it, use the application's [File/Save As...] command to put it in an appropriate location. Do not use [File/Save] because the Browser will then choose its own location and you will not know which drive and folder the file has been saved to!

Please note: OWA will prevent you from sending certain types of files e.g. XML, giving the following message:

Outlook Web Access has blocked access to attachments.

If you receive a HTML file as an attachment and it contains code that could automatically run when you download it from Outlook Web Access, the 'offending' code gets silently stripped out (and any CSS gets commented out). This hppens in both OWA Light and Full versions. If you need the code to remain available in the attachment then use an email client (e.g. Outlook or Thunderbird) instead.

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