##### USING the COMMON TOOLS

# Using Attachments

Attachments are documents, such as text, graphics, and spreadsheets, that were created in other applications, and that are connected electronically to an e-mail message. You can receive an incoming e-mail with attachments and you can send an outgoing message with attachments.

Note: If a document is lengthy or in an unsupported format (such as .doc, .gif, or .xls), it usually is more efficient to send it as an attachment rather than to insert it directly into the e-mail text.

## Incoming Attachments

An icon and underlined file name beneath the e-mail text indicates an incoming e-mail attachment. The file size is also indicated. The file name is an active hypertext link.

- To read the attachment, click the link. This opens the attachment in the application in which it was created, if that application is installed on your computer.

- To copy the attachment, right-click the link, and then select Copy Shortcut.

Note: You can paste the shortcut only into an Outgoing E-Mail form.

## Outgoing Attachments

Your company might have a library of attachments that you can use, or you can create your own attachment. You can browse to a file, or paste a shortcut to an attachment that you have copied from an incoming e-mail. Your company might limit the size of files that you can attach. If you attempt to attach a file that is too large, an error message is displayed and the attachment is rejected.

To browse to an attachment:

1. On the Outgoing E-Mail form, click Attach.

2. Click Add.

3. Click Browse to open the Open File dialog box.

4. Select the file that you want to attach, and then click OK.

Repeat Steps 2 through 4 to add additional attachments.

5. Click Close to go back to the interaction. The file is attached to your outgoing e-mail.

To paste a shortcut to an attachment:

1. On the Outgoing E-Mail form, click Attach. The Attached Files dialog box appears.

2. Click Paste to add the copied file in the list.

Repeat Steps 1 and 2 to add additional attachments.

To view an attachment:

- Click View to view any documents that are attached to the current outgoing interaction.

To remove an attachment:

1. On the Outgoing E-Mail form, select the file that you want to remove.

2. Click Remove.

Repeat Steps 1 and 2 to remove additional attachments.