Mail > Working with Attachments

 

Topic Last Modified: 2011-11-23

An attachment can be a file that's created in any program, for example, a Word document, an Office Excel spreadsheet, a .wav file, or a bitmap. You can attach any kind of file that can be accessed from your computer or through your network to any item created in Outlook Web App. You can also remove attachments from an item.

When a message contains an attachment, a paper clip icon attachment icon is displayed next to it in the message list. Calendar items display a paper clip icon in one corner on the calendar view and show a list of attachments when the item is opened. Contacts show a list of attachments when the contact is opened.

When an item with an attachment is opened, the name of the attached file appears in the attachment list. Some attachments, such as .txt and .gif files, can be opened by the Web browser.

How do I attach a file to an e-mail message or other item?

  1. When you create your message, appointment, or contact, click Attachments attachment icon on the item. Messages will have the Attachments attachment icon link in the header of message. Calendar items will have the Attachments attachment icon link in the toolbar or, if the entry is a meeting, just above the message body. Contacts will have the Attachments attachment icon link at the bottom of the Contact page.

  2. In the Navigation Pane, type the path of the file, or click Browse to locate the file.

  3. After you find the file you want to attach, click Open to add it to the attachments list.

  4. Click Attach, and the file will appear under Attachments. Repeat steps 1-3 for each additional file you want to attach.

  5. To return to the form that you were working in, click Done save on the toolbar. The files you selected now appear in the heading next to Attachments.

Long file names may be truncated before the files are attached. This doesn't affect the contents of file. If you're using Internet Explorer 6 with SP2 or a later version, the attached file name is limited to 76 characters. If the file name is truncated to meet this limit, the first two characters of the file name may be changed. Earlier versions of Internet Explorer replace the long file name that has a generic name, such as file name[1].txt.

How do I remove one or more attachments from an item?

  1. Open the message, and then click Attachments in the header.

  2. Under Attachments, select the check boxes next to the files you want to remove.

  3. Click Remove Delete.

  4. Click Done save to save your changes and return to the item.

Attachments aren't copied when you reply to a message. Instead, a placeholder icon appears instead of the file. To include attachments, forward the message instead of replying to it. Before you edit attached files, you need to download them to your computer.

How do I read an attachment?

  • Click the attachment file name. You'll be given the option to either open the attachment using the appropriate application or to save the attachment to disk.

  • For some attachment types, you can use Open as Web Page to open the attachment to a Web page that can be viewed using your Web browser. The file types that can be opened as a Web page include:

    • Word

    • Excel

    • Office PowerPoint

    • Adobe Acrobat .pdf files

CautionCaution:
Don't open an attachment unless you trust the content and the person who sent it to you. Attachments are a common method for spreading computer viruses. So it's best to use the Open as Web Page option unless you're sure an attachment is safe.
How do I send an attachment?

To send an edited attachment, the application used to create the attachment has to be installed on your computer. For example, if you want to edit an attachment that's a Word file, you need to have Word installed on your computer.

  1. Open the message that has the original attachment.

  2. Click the attachment, and then click saveSave to save the attachment to your computer.

  3. Open the attachment from the location where you saved it, and then make the changes you want.

  4. Save your changes and close the document.

  5. Return to Outlook Web App and open the original message.

  6. Click replyReply if you want to remove the original attachment from the message and attach the version you modified.

  7. Click forwardForward if you want to include the original attachment with the version you modified.

What else do I need to know?

  • Some attachments may be removed or blocked by antivirus software used by your organization or by the organization of the recipients of your e-mail. If you have any questions about support for attachments, contact your technical support group.

  • The default size limit for a single attachment in Outlook Web App is 10 MB. Depending on the service that’s hosting your mailbox, the default size limit for an entire message including all attachments is 25 MB or 35MB. Attachment and message size limits for your mailbox are set by the person who manages your e-mail and may be different from the default limits.

  • The default maximum number of attachments you can add to a single message is 125. The number of attachments limit is set by your system administrator and may be different from the default limit.

What if I want to know more?

 
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