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Outlook 2007 is the latest full-featured emailing and contact management software from the Microsoft Office suite. Instructor Sean Conrad explains each of Outlook 2007's components and new features in detail, from the basics of the main interface to the more advanced elements of the application. Sean covers the Office button and the Quick Access toolbar as well as the ins and outs of reading and writing email. He delves into using the advanced filtering features to prioritize incoming mail and avoid unwanted spam or files. Sean also explains how to integrate Outlook's Calendar and Notes features for increased productivity.
Some e-mail messages you receive may have attached files, or attachments. I can tell two of the messages in my Inbox have attachments because they have these small paperclip icons in the name. So let's just click on "CSS file utilities" message here, and we can see it in the Reading pane. Here we can see the message itself. We can see that there's two attached files here, one called TestUserData and another one, a PDF document. And as you can see, you can see the name of the file, and the size it is, and the icon usually indicates what type it is.
If you want more information, just leave your mouse pointer over top of the file, it'll tell your the name, the type, and the file size of file. Now there's a banner at the top that indicates that Outlook blocked access to one of the attachments called kolorgenerator.exe, and it did that because this is an executable file, and by default, just to help keep you safe, Outlook is going to block access to any executable. And that's because they could be viruses, or malware, other unsafe type of files you might not want to run. So if you want somebody or need somebody to send you an executable file, the best thing to do is either ask them to rename the file to something that's not executable, or, and this is usually the best course of action, ask them to compress it or zip it up for your first, and e-mail you the zipped copy.
That way you can save it onto your computer and unzip it and then run it safely. I've got one more message here with some attachments. This one has more than three attachments, so I can see the three attached files here, and notice the slider over here on the right so I can scroll down, and there's one more down here I can see. Now how can we view these? Well, Outlook 2007 has a great new feature, and that's some of things you can view directly here in Outlook without even having to open the applicable program. So let's click on silver_cylon here, this attached GIF file, and here we can see the image that's attached, just a preview of it.
Outlook can also preview plain text files, such as this TestSalaryScales, and Office documents. Now this particular one, it says, "Hey, you should only do this with files that you trust." It didn't do that with the picture file, because that couldn't have been anything active. But for documents like Excels, spreadsheets and workbooks and things like that, and Word documents, it's not going to run them for you unless you say it's okay. Now you can always turn off this checking by unchecking this checkmark, but I'm just going to click Preview File, so here's this text file. I can click on TestUserData here, it's going to check with me again.
But if I click Preview, I can see a preview of that worksheet. Now of course, you can also view those files by opening the message up itself. So, if we open up the message in full, we can see all the attachments, and in a similar manner, we can click on them and preview those attachments directly in Outlook. Now if you choose, you can download any of these attachments. You can do that by choosing one, and right-clicking on it and choosing Save As. That will let you save that to your hard drive.
Or, from the Office button, You can go down to Save As, and one of your options here will be Save Attachments. If you choose that, you can choose one or more just by clicking with the mouse, and by default, they're all selected, and you can save all of them to your hard drive all at once. Now you can also save the attachments directly from here. You can right-click them on them here on the Reading Pane and save them, or if you've got the message selected in your Inbox, from the File menu you can choose Save Attachments, and again choose attachments to save, or save all attachments.
So quick and easy to save attachments and really speedy to see what they are with the preview functions.
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