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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
Once you get the hang of sending e-mail, your next step might be to send an attachment along with your message; for example, you might want to send a copy of a document to a business associate, or a picture of your kid to one of your friends. We start off by creating a brand-new e-mail. So we click on the Home tab and click on New E-mail Message and fill in the Recipient's Name as we normally do. We fill in a Subject and fill in the body of our e-mail, and now we're ready to attach the attachment.
So we click on Attach File, we navigate to the location of the file, and we can either give it a click and click on Insert, or simply double-click the name of the file. You notice that we now have a new line that says Attached with the name of the attachment and the size of the attachment. I wouldn't recommend sending a message the size of War and Peace, but this is a good way to transmit simple documents, such as PDFs, pictures, Word and Excel spreadsheets.
You need to know that the recipient must have the same sort of program installed in order to read this document; for example, I'm sending the Word document, so I'm making the assumption that the recipient also has Microsoft Word installed on their computer. Be careful about how large those attachments are because some e-mail service providers place a limit on the size of your Inbox. One big message might literally close off your recipient's ability to receive more e-mail.
You also don't want to send Program Files that end in letters such as exe, because usually Outlook will block those. So you might consider using an alternative method for sending documents of that sort. When you're ready to send the document, you click on the Send button as usual and soon enough, your recipient will be receiving that document. Now, if you receive an attachment, you'll be able to know because you'll see this little paperclip sign next to the incoming e-mail.
You can open the e-mail, and you'll see the name of the document that they're sending you. At that point, you can right-click on the document, and you can choose to either open it or to save it. If you want to have a permanent copy of that document, you'll click on Save As, navigate to the location where you want to save that document and click Save. Attaching files to e-mail messages is a lightning fast way of sharing your documents. It sure beats the heck out of copying a file to a CD and then sending it out via the postal service.
Best of all, you can send those documents free of charge.
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