5. Attachments

Email messages are text. To send other kinds of file, such as graphics, 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 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 2003 document, they will need to use Word 2003, or another application which understands Word 2003 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.

5.1. Attaching a File to a Message

To attach files to your message, either click the paperclip icon in the message
              toolbar, or use the "Attachments" link below the subject box
Figure 11. Attach files icon

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, or the attachments link (see Figure 11, Attach files icon).

A button marked "Browse" appears in the left-hand pane, and a list of
              attachments in the main pane.
Figure 12. Browse to file(s)

Next click on Browse on the left hand side of the resulting screen (Figure 12, Browse to file(s)). This will open a dialog box where you can browse the available drives and folders to choose the file you want to attach. Once you have located the file, click Open. The file name now appears in the attachment box, click Attach to upload the file ready for sending.

The attach screen lets you choose the file(s) that you want to attach by
              clicking on the Browse button, and then clicking Attach to upload the file
Figure 13. Attach files

The name of the file, and its size, will now appear in the list of Attachments, in the main part of the screen (Figure 13, Attach files). You can add further attachments in the same way. If you wish to remove an attachment, click the checkbox next to it and then click Remove.

Once you have selected all the files that you want to attach, click Done to return to the message.

5.2. Receiving an Attachment

In your message list, a paperclip icon appears next to the message. When you
              view the message, you will see a list of attachments above the message body.
Figure 14. Message with attachments

When you receive a message with an attachment, a small paperclip icon appears next to the message in your inbox. When you open the message, you will see a list of attached files at the top of the message (e.g. see Figure 14, Message with attachments).

To view an 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, or choose to open it now. If you open it now, your browser will attempt to find an appropriate application based on 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!

Some attachments can be viewed as a webpage, by clicking on the link Open as Webpage next to the name of the file. This is particularly useful if you are using a computer which does not have the appropriate application, such as Microsoft Word or Adobe Acrobat, installed. It is also a safer way to view potentially harmful attachements, but you should never open any type of attachment, even from someone you trust, unless you are expecting it.

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' OWA. If you need the code to remain available in the attachment then use an email client (e.g. Outlook or Thunberbird) instead.

5.3. Blocked Attachments

The Nexus server blocks some types of email attachments which are particularly unsafe, such as Microsoft Access databases, and executable files.

A banner at the top of the message informs you of the blocked
Figure 15. Message with blocked attachment

In this case, you will see a notification at the top of the message, informing you of the name of the blocked attachment (e.g. see Figure 15, Message with blocked attachment).

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