Handling Email Attachments

• Introduction - What is an attachment?
• Attachment Guidelines
• Adding an attachment
• Receiving and saving an attachment

Introduction - What is an Attachment?

Electronic mail was originally designed to convey simple, text-based messages. Users now often wish to include other documents with their message. They can use email to send spreadsheets, word-processed files, graphics, sound files and other data. Such files are called attachments.

Attachment Guidelines

• Keep the size of all your attachments as small as possible
• Email is not a suitable medium for sending large attachments. The maximum size of an email message is approximately 8 Mb. Keep in mind that the recipient of your email may not be able handle large messages and they will certainly fill up their mailbox
• Also be careful when sending several attachments with the one message. This can have the same effect as sending one large attachment
• Large attachments may cause the message to be automatically deleted by Internet mail system
• Include a brief description of the attached file in your message, including the application and version needed to open it
• Attachments with certain file extensions (.exe; .bat) will be automatically deleted
• Do not use the University mail system for sending frivolous attachments which reduce network and mail performance

Adding an Attachment

Attaching a file requires two steps.. 

While in the compose a message dialogue box: The Attachments dialogue box is at the bottom of the compose screen.

1. Click the button to view your own files on the local PC or Macintosh.  Navigate to the file you wish to attach and then select it with a double-click.
        HINT: Ensure that the Files of Type box shows All Files (*.*) if you are using a PC.

Show me the PC dialog box
Show me the Macintosh dialog box

The file name will now be in the Attachment dialog box:

Check carefully that you are sending the correct file!

2. Press the button to attach the selected file.  This may take a moment as the file is copied from your computer to the University's server.  Remember to click .
Click on the Send Message button to complete the send.

Please note that for large files and/ or slower Internet connections, the process of uploading and attaching your file to the email may take a while.  Please be patient and do not click on other things while waiting.

Receiving an Attachment

Incoming attachments will be visible as a file name just above the text of the message.  If the attachment came from a PC user it will appear as a full file name, including the path.(e.g c:\docs\essays\draft1.doc)
If it comes from a Macintosh user it will appear simply as the file name. (e.g. draft one)

In either case, you need to save the attachment for later use. This is preferable to trying to open it as the local machine may not be configured to recognise the file type and start the appropriate application. If you open it without saving it locally, it will remain in your mailbox, consuming precious space.

Saving Attachments

PC users

1. Open the message you wish to save.
2. Choose File: Save As
3. Select the appropriate folder on your local machine, either the local hard drive if you are working on your own personal machine, or a floppy.
4. The default file name will be dmailweb.cgi and this must be changed to a meaningful name such as msg_billy.txt. If you don't choose a new name for each message when saving, the previous one will be overwritten!
5. Click OK
6. You should then delete the mail message and empty your Trash Box (if you have enabled this.)

Alternatively, from the list of messages in your mailbox, you can hold the Shift key and click the message subject. This will take you straight into the saving mode mentioned above. Don't forget to change the default file name.

Macintosh users

1. Open the message you wish to save.
2. Choose File: Save As...
3. The default file name will be Item, New Mail Folder and this must be changed to a meaningful name such as excursion details. If you don't choose a new name for each message when saving, the previous one will be overwritten!
4. Ensure that the Format is Text in the pull down box at the bottom of the dialog box.
5. Click Save
6. You should then delete the mail message and empty your Trash Box (if you have enabled this.)

Alternatively, from the list of messages in your mailbox, you can click and hold the mouse on the message subject. This will take you straight into the saving mode mentioned above. Don't forget to change the default file name.