Getting E-Mail to Work For You

E-Mail Attachments

One gremlin that causes a large number of E-Mail problems is attachments. Actually the problem is usually not caused by the E-Mail software. Most modern E-Mail utilities handle attached files very well. The problem is usually with the files that are attached. Sometime E-Mail users do not give enough attention to what it is they are sending and receiving. E-Mail just delivers the file, it does not guarantee that the receiver will be able to read it. The same problems would occur even if you mailed a disk my snail-mail.

What Am I Sending ?

• Is it too big ? E-Mail is designed to transport small files. it is not an appropriate way to send a huge multi-mega byte image file. If it would not load quickly on a web page then it's too big to send by E-Mail.
• Who am I sending it to? Do you know that your intended recipient can even receive any attachments? Many "Free E-Mail" services like juno.com do not allow attachments. Do they have a slow modem - if so they are not going to appreciate that 3MB cartoon.
• What type of file am I sending ? Many programs create special file types that other programs cannot read.
  • Use a program that you know they have or are likely to have (Word, Word Perfect)
  • Use the "save as" or "export options" to save the file as a generic file type (jpeg, gif, txt)
  • Use a file type that standard Internet browsers can read (gif, jpeg, txt, html)
  • If you have the very latest Microsoft Office 98, remember that they may be using a much older version that cannot read the newer files. Use the "save as" option to save the file in an older version that more people can read.
• Will they know what type of file I am sending ? One of most frustrating attachments to receive is the MYSTERY file which comes with nary a hint to help you open it. Just because your computer knows how to open that file doesn't mean that thier computer will. To prevent this E-Mail protocol gaff do the following:
  • Use UNIVERSAL file names. Use the "eight.three" format without punctuation in all lower case. Use "_" for spaces and never use "/ \ , < >. Use normal DOS type three letter file extensions (.jpg .gif .txt .htm) whenever possible.
  • Remember that the file information on your computer (in the resource frk-folder on a Mac) does not go with your file or may not be readable by other computers.
  • TELL THEM what file you are sending. If you put in your message that the attached file is " a letter produced with Microsoft Word V7.0" you eliminate the chance of misunderstanding.

  What Did I Receive ?

  If you receive one of the dreaded MYSTERY attachments try the following:

• Try double clicking on the attachment and see if your E-Mail is smart enough to open the file. If not then save the file to disk using the "save" function in your E-Mail , choose "attachment" and save it to your desktop or a blank folder.
• After saving it to your hard disk, try double clicking again. If your computer "recognizes" the file it will open it in the appropriate program. If not.... then the games can begin:
• See if you can guess the general file type from the context of the message.
  • If it's probably a picture then it's most likely either a jpeg or a gif file. Try renaming the file with a ".gif" and then a ".jpg" extension on the end and then double clicking on them. You can also try opening the renamed file with your Internet browser.
  • If it's probably a text file try opening it with your word processor. It that doesn't work you should try using a generic text editor ("Notepad" in windows, "Simple Text" or "Notepad" on Mac). This should open almost all text files.
• If this doesn't work then probably the best alternative it to send a E-Mail message back to the sender to request that they tell you what file type (or at least what program) they used. You might even suggest file types that you know your computer can read.

REMEMBER - WHEN IN DOUBT USE A FILE THAT YOU CAN READ WITH YOUR INTERNET BROWSER AND THE CHANCES ARE THEY WILL BE ABLE TO READ IT WITH THEIR BROWSER. INTERNET FILES ARE DESIGNED TO BE UNIVERSAL