| In addition to the text of a message, you can also attach a file. As mentioned, you might email an expense report to your home office, or perhaps you have pictures you want to share with your family and friends. (You learn more about pictures in Chapter 12, "Working with Photographs and Movies.") This section covers how to attach and send files as well as how to handle files sent to your email address. Attaching a File to a Message If you want to share a file with someone else, you can attach it to an email message. Keep in mind that the recipient must have the appropriate software to open and work with that file. For instance, if you email an Excel worksheet to a co-worker, that person must have Excel (or a program that can open Excel files) to access the file. To attach a file, follow these steps: 1. | Click the Attach button in the email message window. You'll see the Insert Attachment dialog box.
| 2. | Open the folder that contains the file you want to attach. The dialog box includes tools similar to those you use for opening a document (covered in Chapter 2, "Saving and Printing Your Work"). You can use the Look in drop-down list to select another drive or folder. You can click the Up One Level button to navigate up through the folder structure. You can double-click any listed folder to display its contents.
| 3. | Select the file to attach (see Figure 7.5).
Figure 7.5. Browse through the folders on your computer and then select the file(s) you want to attach. 
| 4. | Click the Attach button. The file attachment is then listed in the Attach text box of the message (see Figure 7.6).
Figure 7.6. Your attachment is listed in the message header. 
| 5. | Click the Send button to send the message and the file attachment.
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When sending attachments, keep a few pointers in mind: You can attach more than one file, but keep in mind that downloading attachments takes time. Also, some ISPs have a limit to the size of file attachments. You can send files individually to get around the limit, or consider compressing the files. This topic is covered in Chapter 3, "Managing Files." If you need to send a large file or several files, create a compressed folder and then send the folder. You learn more about compressing files in Chapter 18.
Opening a File Attachment If someone sends you a file attachment, you can either open it or save it to disk. Messages with file attachments are indicated with a paper clip icon. Note that to open the attachment, you must have a program that can open and display that particular file type. caution  | One way computer viruses spread is through email attachments. Before you open any filefrom strangers or people you knowscan the file for viruses. See "Checking a File Attachment" later in this section. |
Follow these steps to open an attachment: 1. | Double-click the message. The file attachment is listed in the Attach text box (see Figure 7.7).
Figure 7.7. You can receive messages with attachments. 
| 2. | Double-click the attachment icon. You'll see the Mail Attachment dialog box (see Figure 7.8).
Figure 7.8. You are prompted to confirm opening the attachment. 
| 3. | Click the Open button. The attachment is then opened.
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Saving a File Attachment caution | You may set up some file types to open automatically. For instance, some forwarded email messages come with attachments that contain the forwarded message. If you have told Windows XP to go ahead and open this file type automatically, you may open the file when you double-click. To select a different option (save, for instance), right-click the attachment and then select Open or Save. |
For some attachments, you may want to save the document to your computer. For instance, if someone emails you a document to revise, you can save it to your hard drive. Like saving other documents (covered in Chapter 2), you can specify the drive and folder in which to save the file. Follow these steps to save a file attachment: 1. | Right-click the file attachment and click the Save As command. You'll see the Save Attachment As dialog box (see Figure 7.9).
Figure 7.9. You are prompted to select a drive and folder in which to save the attachment. 
| 2. | Change to the drive and folder in which you want to save the attachment. You can use the Up One Level button or the Save in drop-down list to change to another folder or drive.
| 3. | Click the Save button. The file is then saved to the drive and folder, and you can access and open this file from this new location.
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tip  | If you always want to open this file type, uncheck the Always Ask Before Opening This Type of File check box. |
Checking a File Attachment One way that viruses are spread from computer to computer is via email attachmentsusually program (or .exe) files, but also through other file types. If you share files with someone, you should check each file attachment for viruses before you open the file or run the program. tip | If the message contains multiple attachments, you can save them all. To do so, click the Save All command. In the dialog box that appears, click the Browse button and select the drive and folder in which to save all the attachments. Select the folder from the folder list and click OK. Then click Save. |
Outlook Express evaluates some file attachments and warns you if it suspects a danger. Messages flagged with a yellow caution indicate an attachment type that could pose a risk. (Outlook sees if the attachment contains computer code, a possible indicator of a virus.) You shouldn't just rely on Outlook Express, however. You should install and use a virus program such as Norton Antivirus. (You learn more about Internet Security programs in Chapter 8.) With a virus protection program, you can set up the program to automatically scan files and check for viruses. (The program will also scan files from a removable source such as a floppy disk.) You can control how such a program handles email. For instance, Figure 7.10 shows Norton Antivirus options for dealing with email. You can also run the program and ask it to check the file. To set the defaults or to scan your system, check the specific instructions for your particular virus program. Figure 7.10. You can set up your virus program to scan incoming and outgoing mail. 
If you find a virus, often the program can safely remove it and protect your computer from harm. Follow the specific instructions for your program on handling the virus. |
