Attaching a File to E-Mail in Outlook 2007 - dummies

Attaching a File to E-Mail in Outlook 2007

By Bill Dyszel

If you’ve already created a document that you want to send by e-mail, you don’t have to type the document all over again in a message; just send the document as an attachment to an e-mail message. You can attach any kind of file — word-processing documents, spreadsheets, presentations from programs such as PowerPoint, and so on. You can even send pictures or music. Any kind of file can be sent as an attachment.

The easiest way to send a file from a Microsoft Office program (such as Microsoft Word) is to open that file in its Office program and then choose File –> Send To.

You can also send a file attachment straight from Outlook by following these steps:

1. Click the Mail button in the Navigation Pane (or press Ctrl+Shift+I).

The Inbox screen opens, showing your incoming mail.

2. Choose File –> New –> Mail Message (or press Ctrl+N).

The New Message form appears.

3. Click the Attach File button in the Message Form ribbon.

The Insert File dialog box appears. It looks like the dialog box you use for opening files in most Windows programs, and it works like the dialog box that opens a file, too.

4. In the list of files, click the name of the file you want to send.

An icon appears in your text, representing the file you attached to your message.

5. Click OK.

Your Message form now contains an icon that has the same name as the file you selected — which means the file is attached. When you send this e-mail message, a copy of the file you selected goes to your recipient.

6. Type your message (if you have a message to send).

You may not have a message; perhaps you want to send only the attachment. If what you want to say is in the attachment, that’s fine, but remember that the contents of an attachment don’t show up on the recipient’s screen until he or she double-clicks to open the attachment.

7. Click the To button in your Message form.

The Select Names dialog box appears.

8. Select a name from your Address Book.

If the name of the person to whom you want to send your message isn’t in the list, you can click the Cancel button and return to the Message form. Then just type the person’s e-mail address in the To text box.

9. Click the To button in the Select Names dialog box.

The name of the selected person appears in the Message Recipients box of the Select Names dialog box.

10. Click OK.

The name of the selected person is now in the To box of the message.

11. Click the Subject text box and type a subject for your message.

A subject is optional, but if you want somebody to read what you send, including a subject helps.

12. Click the Send button.

Your message and its attachment are sent.

Another way to send an attachment is to find the file on your computer by choosing Start –> Documents, right-clicking the file you want to attach, and choosing Send To from the shortcut menu. This method allows you to send nearly anything to anybody.