Managing Attachments in MOS Outlook

Key Concepts

Managing attachments in Microsoft Outlook involves several key concepts:

• Adding Attachments
• Viewing Attachments
• Saving Attachments
• Deleting Attachments
• Forwarding Attachments
• Printing Attachments
• Organizing Attachments

Adding Attachments

Adding attachments allows you to include files in your emails. To add an attachment:

• Compose a new email or open an existing draft.
• Click on the "Attach File" button in the "Insert" tab.
• Select the file you want to attach from your computer.
• The file will appear as an attachment in your email.

For example, if you need to send a report to your team, you can attach the report file to your email.

Viewing Attachments

Viewing attachments allows you to see the files sent to you in an email. To view an attachment:

• Open the email containing the attachment.
• Click on the attachment icon or name to open it.
• The attachment will open in the appropriate application (e.g., Word for .docx files).

Imagine viewing attachments as opening a package. Each attachment is like a separate item inside the package.

Saving Attachments

Saving attachments allows you to store files received in emails on your computer. To save an attachment:

• Open the email containing the attachment.
• Right-click on the attachment and select "Save As."
• Choose the location on your computer where you want to save the file.
• Click "Save" to store the attachment.

Think of saving attachments as filing documents in a cabinet. Each saved attachment is like a document stored in a specific folder.

Deleting Attachments

Deleting attachments allows you to remove unnecessary files from your emails. To delete an attachment:

• Open the email containing the attachment.
• Right-click on the attachment and select "Remove."
• Confirm the deletion to remove the attachment from the email.

Imagine deleting attachments as throwing away unwanted items. Each deleted attachment is like an item removed from your workspace.

Forwarding Attachments

Forwarding attachments allows you to send files received in one email to another recipient. To forward an attachment:

• Open the email containing the attachment.
• Click on the "Forward" button in the "Home" tab.
• Enter the recipient's email address and any additional message.
• Click "Send" to forward the email with the attachment.

Think of forwarding attachments as passing along a package. You send the email with the attachment to another person.

Printing Attachments

Printing attachments allows you to create hard copies of files received in emails. To print an attachment:

• Open the email containing the attachment.
• Click on the attachment to open it in the appropriate application.
• Use the print function in the application to print the attachment.

Imagine printing attachments as making photocopies. Each printed attachment is like a copy of the original file.

Organizing Attachments

Organizing attachments involves managing and storing files in a structured manner. To organize attachments:

• Save attachments to specific folders on your computer.
• Use categories or labels to group related attachments.
• Delete unnecessary attachments to keep your inbox clean.

Think of organizing attachments as arranging books on a shelf. Each attachment is like a book placed in a specific section.