HOW TO ATTACH

Email Attachments

ClipAn attachment is a computer file or files place inside an email message.

Email was originally designed to handle only plain text (no formatting, ie. bold, centering, etc.) which was transferred from one computer to another in a format called ASCII. ASCII is a standard across all computer types which makes e-mail universal. Today many modern email programs allow HTML (hypertext markup language) to be included in email messages which allow you to format your email messages with font sizes, bold, centre and such. The recipient must have an HTML capable email reader to see the formatting otherwise they will get a document marked up with HTML tags.

To attach a document to an email message drag the file attachment to the body of the message and drop it. An attachment can also be added by choosing File Attachment from the menu. Most modern email programs place a button on the Toolbar usually in the shape of a paper clip that you can click. A dialog box will open that allows you to browse and select the file that you want to attach. You can attach more than one file to a single email message. Don't move the original document until the message has been sent.

Most documents created on computer, such as word processing documents (Word, WordPerfect, etc.) or spreadsheet documents (Excel, Quatro, etc.) or graphic files (Corel Draw, Paint Shop, or .gif and .jpg files) are stored in their own unique binary code format. This binary format is determined by the program that the file is created with. Email documents are create as text files so in order to send a binary file or document via email, it must first be encoded into a text format and then attached to the email text message.

Such an 'encoded' document may end up looking something like this:

ugAAANAAAAALAAAAAgD//zQAQgBvAGQAeQAgAFQAZQB4AHQAAABCAG8AZAB5ACAAVABlAHgAdAAA
ANMFCwAAAQAACwDT0wQdAAATAAD//wUAsAQAmA0AEA4AaBAAK5sdANPUGxkAgAEAAAgAigIAAAAA
AACKAooCGQDU1BpXAIABAQAIAAAAAAAAAAAAHAD0GlwSGgkAABEJAAAAYAAYEQAAECoAVABpAG0A
ZQBzACAATgBlAHcAIABSAG8AbQBhAG4AAAAAAAAAVABUAAAAVwDU1AILAAABAAELANTUAwsAAAEA

These lines are all printable or lower-ASCII characters and can be sent via email. When it gets to your computer and you want to view the document, it first must be decoded or converted back to it's binary format before it can be opened. Today this is typically handled by your Email program.

There are several common encoding standards, the most popular being uuencoding, mime, and binhex. Not all email packages support even these three, let alone all the non-standard ones. If someone sends you a document encoded in a format that your email program doesn't support the email program will not decode the attachment.

The attached file must be loaded into a program to be viewed. For example, if the attached document was originally created in Microsoft-Word you need Word, Open Office or another modern word processor on your computer to work with the document. Most modern software suites can import documents from other suites.

Most modern email programs work hand-in-hand with your operating system to try and open the correct program required to view the document sent as an attachment. This is done by matching the file extension such as .jpg, .gif, .doc, etc... with a registered file type.

Viruses can also be transferred via email attachments. Because your email software handles the decoding of programs sent as attachments it is easy to infect your computer simply by opening an infected attachment. Always check email attachment with an anti-virus program before opening them.

There are several reasons why an attachment will not display properly or at all:

1. the encoded file is corrupted and cannot be decoded. This is usually due to damage in transit and happens very seldom these days.
2. the encoding type is not supported by your e-mail program and so the file cannot be decoded back to it's original type.
3. the attached document was created in a program that you don't have on your computer or is not a registered file type.
4. the email program has an option set which automatically locks attached files

When sending an attachment you should think about whether the intended recipient has the same program on their computer. When you are sending an attachment to someone you should always use a standard encoding process (the one that comes with your email program is usally best) and send the document in a format that the recipient can view. If in doubt, ask them first by email.

Macs users should be aware that most Windows user won't be able to decode a binhex file.

If your email software automatically locks attachments and you want to view the attachment you can change the programs settings by modifying the Preferences or Options.

If the formatting isn't important it's better to copy your the text from the original program and then paste it into the body of a plain text email message rather than sending an attachment. Everybody's email software can read this 'plain text' ASCII format.