Attachments in Outlook
Attachments can be very useful and often users save them to their file storage area for future reference while also keeping the email with the attachment. This takes up extra space on the Exchange server and can cause confusion when users try to work with the attachment still attached to the mail message. The Computing Tip this week covers opening, saving, and removing attachments from messages in Outlook. Remember, if you have ideas for the Computing Tip of the Week,please send them to Pat Fellows.
Opening an Attachment
Many users are familiar with how to open attachments, but here is a quick review. If the Reading Pane is open, double click on the attachment in the Reading Pane. If the Reading Pane is not visible, double-click on the message and then double-click on the attachment.
Saving an Attachment
While opening an attachment seems very basic, users often begin to work with the attachment and want to save changes. The attachment arrives and is initially stored in a temporary internet folder on the c: drive. The folder has an unusual name similar to OLK3F. If the attachment is modified and saved, it is often very difficult to locate the file. So, it is strongly recommended that the file be saved to a location where the user stores other files.
The most common method to save an attachment is to open the attachment, edit it, and then save it to a location where the user stores other files.
Another method is to right click on the attachment in the Reading Pane and select Save As. Save the file in a known location, and then open it from there to work on the attachment.
If the Reading Pane isn't open, open the message and repeat the steps described above.
Any of these methods work, the user needs to select the one they are most comfortable with.
Detaching an Attachment
Once the attachment has been saved, or read and no longer needed it is strongly recommended the attachment be detached from the message so it is no longer taking up space in your mailbox on the Exchange server.
Begin by opening the mail message. This doesn't work from the Reading Pane.
Next right-click on the attachment. Then click on Remove. This will remove the attachment, but keep the mail message.
Of course if users are unsure as to whether or not they will need the attachment in the future it is wise to either save the attachment before removing it from the message, or just save the message with the attachment in tact.