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ttaching files to an e-mail message is the easiest way to exchange files with someone assuming that you don t both have access to the same hard drive over a local area network (LAN) Sending files via e-mail is quicker and cheaper than shipping floppy disks, Zip disks, or CDs, and it enables you to send files that might not fit on one floppy disk By attaching files to an e-mail message, you can do such things as exchange documents for revision, pass on spreadsheets for data entry, or send a presentation for review Of course, you can also attach electronic pictures, sounds, movies, or anything else that can be stored in a file This chapter contains general information about e-mail attachments, followed by specific instructions for the most popular e-mail programs For information about what to do with files that you receive, including how to uncompress ZIP files and how to protect your computer from viruses, see 34 See 5 for information about the e-mail programs and web-based e-mail accounts described here
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If the file that you want to send contains only text, you can avoid attaching the file entirely Instead, you can use cut-and-paste to copy the text into the body of your message Depending on which word processing program you are copying from and which e-mail program you use, the text may arrive in your message with formatting intact
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The Internet e-mail system was designed to transmit only text and thus can t handle binary (nontext) files such as graphics, audio, and programs An attachment is a file that has been encoded as text so that it can be included in an e-mail message The following are the three common ways to encode e-mail attachments: I MIME Multipurpose Internet Mail Extension is the standard method I Uuencoding This is the old standard, and the only method supported by some older e-mail applications I BinHex This is used by some Mac e-mail programs
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You usually don t need to know what type of encoding you re using because your e-mail application takes care of encoding and decoding messages However, if you have trouble exchanging attachments with someone else, you may want to find out what type of encoding their e-mail application supports and make sure that you are using the same method Try MIME first it s the most commonly used encoding method
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To send a file by e-mail, you create a message to which you can attach the file Address the message as usual and type a subject You can also type text in the body of the message Then attach the file by choosing a menu command or by clicking a toolbar button (depending on which e-mail program you use) Some e-mail applications support dragging-and-dropping the file that you want to attach drag it from Windows Explorer or a folder window to the open message
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You may have to rearrange windows so that you can see both the folder window and the message window You can also drag a file to the taskbar button for the message and hold it there until the message window opens Some mail systems choke on large files, so you may need to compress them (using a program such as WinZip or ZipMagic, as described in 34) before sending them as an attachment Sending and downloading large attachments can take a while, so you ll save both yourself and the recipient time if you make the file smaller by compressing it Before you zip a file, make sure that your recipient has the software and the know-how to unzip it Before you send an attachment with an e-mail message, consider these guidelines: I Determine whether the person receiving the attachment has an e-mail program that can receive the file, and whether the person has the correct application needed to open or view the file If necessary, send a message first (without the attachment) to ask I When you send a file, type an explanation in the body of the message to tell the recipient why you are sending the attachment and what it is I Send only solicited attachments This advice applies to mail in general, but it certainly goes for attachments, which can fill up a hard drive and take time to download I Don t send attachments to newsgroups and mailing lists unless the newsgroup or mailing list explicitly encourages attachments (for example, in a newsgroup for people exchanging pictures of fractals) If you have trouble sending or receiving attachments (which may happen with a particular recipient), you may want to use File Transfer Protocol (FTP) instead Find an FTP site that you can both access, and upload your file to the FTP site, so that your recipient can then download it FTP is covered in detail in 33
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