In: Categories » Computers and technology » Microsoft office » How to insert files and images into an email message using outlook 2003
Sending a File along with a Message
Sending a file along with an e-mail message is called “attaching” a file in Outlook lingo. Yes, it can be done. You can send a file or several files along with an e-mail message by following these steps:
1. With the Message window open, click the Insert File button or choose Insert -> File. You see the Insert File dialog box.
2. Locate and select the file that you want to send along with your e-mail message. Ctrl+click filenames to select more than one file.
3. Click the Insert button. The name of the file (or files) appears in the Attach text box in the Message window. Address the message and type a note to send along with the file. You can right-click a filename in the Attach text box and choose Open on the shortcut menu to open a file you’re about to send. Here’s a fast way to attach a file to a message: Find the file in Windows Explorer or My Computer and drag it into the message window. The file’s name appears in the Attach box as though you placed it there with the Insert -> File command.
Including a Picture in an E-mail Message
You can include a picture in the body of an e-mail message, but in order to see it, the recipient’s e-mail software must display messages using HTML (HyperText Markup Language). As “All about Message Formats” explains later in this article, not everyone has software that displays e-mail by using HTML. People who don’t have HTML e-mail software will get the picture anyhow, but it won’t appear in the body of the e-mail message; it will arrive as an attached file (see the “Handling Files That Were Sent to You” section, later in this article, to find out about receiving files by e-mail). To view the attached file, the recipient has to open it with a graphics software program such as Paint or Windows Picture and Fax Viewer. Follow these steps to adorn an e-mail message with a picture:
1. In the Message window, click in the body of the e-mail message where you want the picture to go, and choose Insert -> Picture.
2. Click the Browse button and, in the Picture dialog box, find and select the digital picture you want to send; then click the Open button.
3. In the Picture dialog box, click OK. The picture lands in the Message window. Don’t worry about the other settings in the Picture dialog box for now. You can fool with them later. To change the size of a picture, click to select it and then drag a corner handle. Otherwise, right-click the picture and choose Properties to reopen the Picture dialog box and experiment with these settings:
- Alternate Text: The description you enter here appears while the picture is loading or, if the recipient has turned off images, appears in place of the image.
- Alignment: Experiment with these settings to determine where the picture is in relation to the text of the e-mail message.
- Border Thickness: Determines, in pixels, how thick the border around the picture is. One pixel equals 1⁄72 of an inch.
- Horizontal and Vertical: Determines, in pixels, how much empty space appears between the text and the side, top, or bottom of the picture. Want to remove a picture from an e-mail message? Select it and press the Delete key.
Postponing Sending a Message
As you probably know, e-mail messages are sent immediately when you click the Send button in the Message window if your computer is connected to the Internet. If it isn’t connected, the message lands in the Outbox folder, where it remains until you connect to the Internet. But suppose you want to postpone sending a message? Outlook offers two techniques for putting off sending a message:
- Moving messages temporarily to the Drafts folder: Compose your message, click the Save button in the Message window (or press Ctrl+S), and close the Message window. Your e-mail message goes to the Drafts folder. When you’re ready to send it, open the Drafts folder, double-click your message to open it, and click the Send button in the Message window.
- Postponing the send date: Click the Options button in the Message window. You see the Message Options dialog box. Select the Do Not Deliver Before check box, choose a date in the drop-down calendar, and, if you so desire, select a time from the drop-down list. Then click the Close button. In the Message window, click the Send button. Your message goes to the Outbox folder, where it remains until the time arrives to send it.
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