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Attachments are files that are packaged along with an email. It could be a Word document, or a photo, or a PDF. It is completely separate from the body of text that makes up the actual content of the email. Attachments do take up a lot of room in your email. So if you can save them to your computer or an online account such as SkyDrive, you will be helping keep your Outlook account nice and small. So let's talk about how to save attachments and then remove them from Outlook. Now I am in my Inbox and I have got an email open that has an attachment. I can see in the body of the email that he is saying that he sent along an updated company directory.
I can find that attachment right underneath the two headers, and here it is. It tells me the name of the attachment, the file extension, and the size of it. To save it, I'm simply going to right-click and choose Save As. It is going to pop up the Save dialog where I can save it wherever I want. I can save it anywhere on my computer such as my Desktop, My Documents, or even my SkyDrive account. When I am done, I hit Save and now the attachment has been saved on to my computer.
I can either delete the email itself, or I can remove the attachment. Your company may have established a mail quota, which is a maximum size limit for your mail account. If you find yourself hitting that quota a lot, it is time to start actually removing some of these attachments from Outlook. You can remove the attachment while saving the actual email itself. The first thing that we should do is find out all our emails that actually have attachments. And Outlook makes it really easy to do that. In my Inbox, I am going to put up my cursor up to the Search Current Mailbox and now I am brought to the Search ribbon tab.
You will notice that there is a cool button here that says Has Attachments. So I am going to filter my search results to only show items that have attachments. It is going to take a couple of seconds to search and now it's going to show me everything in my mail file that has got attachments. So here is an email that says photos, so it is probably quite large and sure enough there are three attachments. I am going to click on this down arrow and I am going to look at all these pictures. Now the first thing I want to do is save them to my computer.
I can actually save them all in one go by clicking on one of them, right- clicking and choosing Save All Attachments. It's going to ask me which attachments I want to save, in this case they are all highlighted, and that's good. I am going to click OK, and again it is asking me where I want to save them on my computer. I am just going to browse to my Pictures, click OK, and now it's saved the photos to my computer. But I do want to keep this email just as a record that I did get these photos.
I am going to actually click on one of those photos, if I right-click, I can choose Remove Attachment. It is asking me if I am sure I want to remove the selected attachments from this message, and yes I do, so I am going to choose Remove Attachment. I can then expand and now I've only got two left in my mail file. I can right-click again and choose Remove Attachment and now I am only keeping this really little one in there. Now the file size of my inbox will be nice and small, because I have learned how to search for all my attachments, save them to my computer, keep the email that I want, and actually only delete the attachments.
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