Microsoft Outlook : Getting started

16. Messages with attachments

You can receive and send a variety of files as attachments to messages with Outlook. However, to prevent the spread of viruses by email certain file types cannot be sent or received this way. These include executable files (.exe) and screen savers (.scr), as these are amongst the most common type of files by which viruses are spread. Virus protection software is installed on Exchange server. However, you should still treat attachments with care, particularly if they are from outside sources or you are not expecting an attachment from someone. You should not open an attachment from an un-trusted source.

Note: If you do need to receive an executable file by email this can be done if the file is sent in a compressed format as a zip file. Software to create and expand zip files is installed on all staff image PCs. Contact IT at 2033 if you need advice on using this.
A message with an attachment will have a paperclip icon next to the message in the folder view list. To open the attachment:

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  Open the message with the attachment
  
  
  
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  The name, type and size of the attached file are shown just above the main message window
  

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  To open the attachment, double-click on its icon. Outlook will launch the appropriate application and open the file. Only do this if you are sure of the source of the attachment.
  
  
  
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  You can save the attached file to your hard disk before opening it. Right-click on the name of the attachment.
  
  
  
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  From the pop-up window select Save As…
  
  
  
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  Navigate to the folder where you wish to save the file and type a new file name if required. Click Save.
  

To send an attachment with a mail message:

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  Open a new message and complete the To and Subject boxes as normal
  
  
  
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  Add the text of your message, then click on the paper clip icon .
  
  
  

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  The Insert File window is displayed. Locate the file you wish to send and select this. Click Insert.
  
  
  
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  An icon for the file will appear just below the Subject line.
  

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  To attach further documents, click on the Attach… button to the left of the attached file. Select and insert these files as required.
  
  
  
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  If the attachment is being sent to someone outside the Town, or was created in non-standard software, it is important to let the recipient know what type of file it is - e.g. Excel 2000, Word 97 etc. Within the Town, there are usually no problems in sending and receiving files created with Microsoft Office.
  

17. Creating an email signature

You can give your messages a personal touch by adding a unique signature. A signature is added to the bottom of all your messages and provides contact information such as name, title, department, address, phone and fax number etc.

To create a signature:

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  From the Tools menu select Options. From the Options window, select the Mail Format tab.
  

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  The signature settings are at the bottom of this window. Once a signature has been created you can select the default setting here.
  
  
  
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  Click on the Signatures… button, to open the Create Signature window.
  
  
  
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  There are currently no signatures available. Click the New button.
  
  
  
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  In the Create New Signature window, enter a name for the signature and click Next.
  

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  Type in the information you want as your signature. Note: You can add formatting to this if you wish, such as changing the font size, style or colour
  

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  Click Finish to close this window, then click OK to close the Create Signature window.
  
  
  
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  You can now set the option to add the signature to all messages. In the Mail Options window, select your signature from the drop down boxes. You can choose to add it to all new messages only or to replies and forwarded messages as well.
  

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  Click OK to close the Options window.
  
  
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  If you now open a window to send a message the signature will be added at the bottom.
  

If your signature is quite long you may wish to create a separate, shorter one for replies and forwards, so that not too much of the message is taken up with signatures as messages are passed from one person to another.

Signatures are stored as part of the Outlook settings on your local PC, rather than on the Exchange server. If you logon to a different PC and connect to your mail your signature will not be available.
If you regularly work in across sites so use different machines to check your mail you can create a signature which is stored on your H: drive to overcome this.

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  Create a signature file in Microsoft Word and save this in HTML format - for example signature.htm. To do this select Save as Web Page from the File menu in Word.
  
  
  
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  In Outlook, select Tools, Options, Mail Format
  
  
  
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  Click on the Signatures… button.
  
  
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  In the Create Signature window, click the New button
  
  
  
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  Enter a name for the signature
  
  
  
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  Click the Use this file as template radio button
  
  
  
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  The Browse button becomes active. Click this and locate your signature file on your H: drive. Click Select.
  
  
  
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  Click Finish to close this window then click OK to close the Create Signature window.