Computer Tip - Sending File Attachments in Email

The problem with sending file attachments is that not every computer is the same. For example, if you have a front door that is 36” wide and you purchase a new piece of furniture that no matter which way you turn it, it is at least 44” wide – there is no way no how you are going to get that new piece of furniture or appliance into your home.

A file is the same way. A file is generated using a specific piece of software. If that software is not on another computer – the one you are sending the file to – then that file will not be accessible.

Now that doesn’t mean you can’t have the new appliance or piece of furniture – you just have to be creative about how you get it into the house. Perhaps the furniture comes apart, or there is a large window or another door that can be used. The worst scenario is the door frame can be removed and then reinstalled. Bummer on that one.

The same is true for sending and receiving a file. The best option is to copy and paste the information directly into your email message screen – that way there is no attachment at all. The data is the message. As an alternative, you get the file into a “generic” format that any computer can read or accept.

Usually there are two formats that any computer can read; RTF (rich text format) and PDF (Adobe Reader). It is extremely rare that a computer will not have some form of word processing software on the computer or Adobe Acrobat Reader.

The rules differ, based on the software being used and the version of software but with some imagination you can get to where you need to be. Open the file you want to share. Click on File and you will get a drop down menu. On that drop down menu you may find an option to “save as PDF”.

Another option is to click on File and from the drop down menu, select Save As. When the Save As screen opens you will see a dialog box labeled “File Type” with a drop down arrow in the far right corner. When you click on that arrow you will see numerous options for formats in which the file may be saved. Go down the list and see if RTF and PDF are available.

Sending email with an attachment is based on what program you are using for your email. The process differs every single time. There are certain buttons that are universal however, so with patience and observation you can figure out the process.

There will always be an “Attachment” button. It may be labeled Attach File or some variation of that label but you will get the idea.

The will be a “Browse” button. This is the button you use to locate and select the file you want to attach. If you know your file is located in My Documents, My Pictures then you will first click on My Documents to see a listing of all the folders in My Documents. Then click on My Pictures to locate the file you want to attach.

After you have selected your file you will probably see a button that says “Attach File”, Open, or Done. Eventually you will end up back at the email you were generating and their will be a new dialog box labeled Attachment – or some variation – and you will see your selected file name displayed.