In this video, Jess Stratton shows users how to save attachments to the local computer or to OneDrive, and even remove them completely from the email.
- [Instructor] Before we begin talking about how to save attachments to your computer, it's useful to save them to OneDrive, Microsoft's cloud storage service. If you have an Exchange account you probably already do have a OneDrive account. If not, you can add it. It is free. To get it set up, click file, Office account, and in the connected services area at the bottom it should tell you if you have a OneDrive account connected or not. If it's not there, and you would like to connect a OneDrive account that you already have to Outlook, click add a service, hover your mouse over storage, and select OneDrive.
From there, you'll be prompted to log in and now you can begin saving attachments to it. I'm going to click the big arrow at the top left hand side of the screen to get back to Outlook. We're talking about attachments, and those are files that are packaged along with an email. It could be a Word document, photo, PDF file. It's completely separate from the body of text that makes up the content of the email. You'll know that a message has an attachment because you'll see the paperclip icon on the right hand side. There may be more than one attachment in an email.
The attachments will be located right at the top of the email, near the body of the message. This one contains some photos, a PDF file, and a Word document. This one just contains a Word document, a single file. With any attachment, I can always double click on it, which is going to open it up so I can look at it. From there, I can click on it or do whatever I need to. It's going to open up in Word because this is a Word document. I can also click the down arrow to the right of the attachment.
From here, I can open it, I can print it, and I can also save it. If I choose save as, or save all attachments if there was more than one and I wanted to save them all at the same time, it's going to open up the browse dialogue box on my computer. From here, I can choose a folder and click save. The attachment will then be located on my computer. I can also save it to my OneDrive account, which will save it to the cloud, and I can access it from anywhere that I can log in to onedrive.com.
I can click on the down arrow, hover my mouse over upload, and from here, I can upload it directly to OneDrive. I can see that it's saving it, and the cloud icon lets me know that it's been saved to OneDrive. You can see the file size of attachments. This one's only 146 kilobytes, so it's fairly small, but you may get a large attachment. You may start getting messages that you're running low on server space, or you just don't want them in your email. You can remove the attachment altogether.
Removing an attachment from email will not delete it from your computer, provided you've already saved it by selecting save as, save all attachments, or uploading it to OneDrive. It also won't delete the body of the email. So if you've done all of those things, and you're ready to remove the attachment, click the down arrow and select remove attachment. I'll be prompted, am I really sure I wanna remove it? I'll choose yes, and now my email remains, however, the attachment isn't here anymore.
We've now reduced the file size of Outlook, and we still have the attachment safe on OneDrive.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data