Beginner’s SIG – E-Mail Techniques
Illustrated Using Outlook Express
Sending/Receiving Attachments and Animations
A file residing anywhere on your computer may be “attached” to an e-mail message. Size of this file may be limited by your server. This file may be a graphic, animation, sound, or ‘movie’ or slide show, a document or a spreadsheet. (Recipient must have the correct software for opening your attachment) Animations and graphics may also be attached or inserted into the body of your e-mail message.
1. Be sure you know the location (folder) of the file to be transmitted
2. In Outlook Express, Click Create Mail icon on toolbar to open a New Message
3. Type message text, subject, recipient(s)
4. Click Attach icon on toolbar (May want to do this first so you do not forget it)
5. Navigate to the folder where the desired file is located (Step 1)
6. Click the File Name, Then click the Attach button
7. The name of the file and its associated icon will now appear in the Attach Box in the message header
8. Click the Send icon on the toolbar to send the message and its attachment
9. Click Send/Receive if your message has been placed in the Outbox (Tools, Options, Send Messages Immediately unchecked)
More than one file may be attached to a message. Total size of attachment(s) may be limited by your server.
1. Be sure you know the location (folder) of the photo – usually My Documents, My Pictures
2. Find the photo or photos to be attached to the message. Select one photo or several photos (Hold down the control button as you select individual photos. Release control button when all have been selected)
3. With XP, on the blue task bar on the left, select E-mail this photo ( or photos)
4. Use the option, Make all my pictures smaller – use the Show More Options to select a specific size.
5. Click OK. Outlook Express (or your default mail handler) will open with photos attached.
6. Type message text, subject, recipient(s)
7. Delete any text added by Windows XP if desired
8. Click the Send icon on the toolbar to send the message and its attachment
9. Open Outlook Express and Click Send/Receive if your message has not been sent immediately (Tools, Options, Send Messages Immediately unchecked)
10. Without XP, photos may be made smaller by using Picasa, a free download from Google.
1. Emails arriving with attachments will have a paperclip icon showing in the appropriate column (Inbox window)
2. Message MAY be opened by double-clicking. File name, type of document and its icon in the Attach Box will show in the Header. But think twice!
3. Unless you are VERY sure of the attachment‘s source, SAVE it (#4), Virus Scan it (#5), then open it (#6).
4. Right-click the icon/attachment in the Attach Box and choose Save As. Save it in a convenient location. Minimize your e-mail to see the attachment folder.
5. Right-click on the host folder or on the file. Click Scan with your Antivirus.
6. Now the attachment is safe to open if no virus is detected. Open from e-mail or from folder.
7. To save attachment permanently, move it to a more logical permanent folder. May be edited now.
1. Set Windows to display the file name extensions: (From any folder, Tools, Folder Options, Hide file extensions, Uncheck this item)
2. Be sure that your virus protection is up to date and is active. To scan a saved attachment, find the file, Right Click and left click Scan with your Antivirus.
3. Set up a message rule to highlight messages with attachments in red
4. Emails can sometimes activate viruses or open attachments spontaneously when opened. Therefore, close the Preview Pane (which automatically opens e-mail) (View, Layout, Uncheck Preview Pane)
5. Keep Windows updated with program changes.
6. Keep your virus definitions up to date.
7. Delete suspicious emails immediately. Do not open. Do not reply in any way. Ever.
8. Make a folder specifically for attachments and always save them in that folder before opening
9. Use that folder to scan for viruses before opening the attached file
10. Some attachments may not be received if your security settings are too high. (Tools, Options, Security. A) Select Internet Zone. B) Check Warn me when other…… C) Uncheck Do not allow attachments …)
1. Message must be formatted as Rich Text or HTML. (Tools, Options, Send, Mail Sending Format, HTML.) Ditto Recipient.
2. Animation or signature must already reside in a folder on your hard drive (where you can find it).
3. In a New Message, type your message.
4. Position your cursor at the desired location for the animation or signature
5. Click Insert, Picture, From File (or use Picture Icon on Formatting bar) and browse to location of your animation.
6. Select the animation/signature. Click OK. Click OK again until you are returned to your message.
7. Animation may be moved (Click drag and drop) or resized (Click and drag handles).
1. Many sites available from the Google search for free animations or free signatures.
2. Right Click on the animation/picture.
3. Choose Save Image as or Save Picture as.
4. Save in previously created separate folder in My Documents. Be sure to maintain the .gif extension.
5. Once saved, the animation may be inserted into any e-mail message you send.
Animation/Signature Web Sites
http://users.raketnet.nl/maura/all%20names.htm
http://www.quill-signatures.com/quill.html#G
http://www.animationlibrary.com/a-l/?n=search.php3&start=0&end=8
http://www.clipartconnection.com/index.php