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Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.
Judith has sent me a message that includes an attachment. And I know this because when I look here in the Information Viewer, I actually see this paper clip, and that's a dead giveaway that there's an attachment someplace in this chain. I'm going to expand the conversation and I can actually see that it's this message right here at the top. So how do I deal with attachments in messages? Well, there are two possible ways I can work with this. Remember that this file is actually stored in Exchange Server. It's not here on my local machine.
And so, one of the things I can do is I can say, hey! I'd actually like to just see this, what's in this? Either here in the Reading pane, where it says Open as webpage and there's a link, or when I open the message itself, Open as webpage, either of these are going to preview this file for me in a browser if that's possible. Now there are some file types that there aren't viewers for. And there are some complex types of files like an Access database that it's not even clear what we would want to see in that database.
But for things like PDFs and Word documents, and Excel spreadsheets and lots of other file types, all I have to do is click Open as webpage, a browser window opens, and I can see this attachment. If all I need to do is view this and print it, this is all I need. So imagine that you were sitting in the business center at a hotel, or you're sitting in a guest computer at a client site, you don't necessarily want to have your organization's artifacts left on those computers.
So this functionality makes it easy for you not to have that happen because you can just say I want to print this, and print from here. If you want to download the document though, then you can either click this link here, or, you can click that same file link right here in the Reading pane. Both of these that have the actual file name and the extension the file size are not previews. They are going to ask you what you want to do with the document. So my choices are, notice that we have an information bar at the bottom, What do you want to do with this? One possibility is to open it.
It's not going to be that different than what we just saw. Another possibility is that we want to save this in one of the three ways. Just save it, and the default place that will go to is the Downloads folder on this computer. If I'm on a public computer, I don't want it there. I actually don't want to go search for where they set their Downloads folder for. It would be nice if I could find it easily, but it's not guaranteed. And then if I can't find it, I've left a vital piece of company information on their computer. So I will usually choose Save As. And then, I can say, well, you know where I want to put this actually is I want to put this on my USB drive for example, or I want to put it on the desktop.
Then I'll take it, do what I need to do with it, and it's easy for me to find to delete it. Another possibility is I want to do save and open. Now save and open is this Save. It's the save that says I'm going to put this someplace, and open it. So it says, if you click the Save button and then immediately click the Open button, it is not going to prompt you. If you want to be asked where to put this document, your only choice here is to click the dropdown arrow and choose Save As. Or to open a document directly and then to use Adobe Reader, Adobe Acrobat Pro, Microsoft Word, Excel, PowerPoint whatever application a document opens in, use its save utility to determine where you're going to save the document.
But at this point now, this document is here. It's been downloaded to this machine, Acrobat Pro has been launched, and it's showing me this document. If I'm on a public computer, before I leave, if this was an important document that I don't want people to see, I need to find it and delete it before I go away. So this is how we print attachments. This is how we view attachments. One more cool tool here in OWA by the way. Because I'm in Conversation View, when I click on 'Missing paperwork' or this first message here, I'm actually seeing all the messages.
So let's imagine you're getting ready for a meeting about a particular client and you have lots and lots of information coming into this meeting. A couple of people have sent you some budgets, some other people have sent some other information; all of them are simply replying and saying, hey! So you put out the call, items for meeting, and all these things come flying in with attachments. Now you're looking in Conversation View, and you're scrolling, say, okay what has attachments, what doesn't have attachments and you're trying to find all the attachments. This button will actually float to the top all of the items with attachments.
So it's really pretty slick that you can easily find the attachment status. And if the messages are closed, it's really easy for you to see here who has attachments and who doesn't. Also, remember that you can go out to the Information Viewer and find that same information. Here's a conversation that has an attachment. And when the conversation is opened, the Attachment icon appears next to the message that actually has an attachment.
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