Attachments and folders

This guide applies to the student implementation of the Huddersfield University Messaging System using Outlook 2000 in Library and Computing Services. It is also applicable to staff who are accessing HUMS using Outlook 2000. This guide will tell you how to create folders, move messages, delete messages and the best way to handle messages with attachments when using the Huddersfield University Messaging System (HUMS)

• Messages with attachments
• To view or save an attachment
• To save an attachment which cannot be viewed
• To attach a file to a message
• Message management
• Sorting messages
• Deleting messages
• Moving messages
• Creating new folders
• Keeping copies of messages

Messages with attachments

Any file can be attached to an email message and sent with the message. However, it is not recommended to send large files this way - most email systems impose a quota on their users, who may not have the space to receive large files. Whenever you receive an attached file, you should always save it if you want to keep it and then delete it from your email.

To view or save an attachment

If you receive a message with an attachment, the attached file is indicated in the list of messages by a 'paperclip'.

When opened the message will have an icon somewhere in the body of the message representing the attached file.

If the type of file is recognised, the icon will appear similar to a program icon. It is then possible to open the file directly by double clicking on it. A warning message may be given, since it is possible for the file to contain avirus, and you have the option to proceed or to save the file on disk. It is recommended that you always save attached files on disk. You are then presented with the usual windows Save as: dialogue. Change the location to a suitable value, the file name is already entered in the File Name: box. When saved, open the saved file from within the correct program. It is helpful if the sender of any attachment tells you which program was used to create the file.

To save an attachment which cannot be viewed

If the type of the file is not recognised,then when an attempt to view it ismade, an error messageis displayed. The attachment should besaved by selecting File,Save Attachments... and selecting the file to be saved. This gives the typical windows Save:dialogue. Select a suitable location, and click OK or Save depending on the software versionbeing used. If the message has more than one attachment then select the one that is to besaved.

To attach a file to a message

In the body of your message (before, or after, or in the middle of text), click on the button, or select Insert, File� from the menu. The Insert File dialogue will appear. Select the file you require from the list, changing the drive and directory if necessary so that you can locate it.

Click OK (or , depending on the software version) to close the dialogue. An icon will appear, representing the file. Send the message in the usual way.

You can attach more than one file to a message, by repeating the process above.

Message management

All new messages are sent to the Inbox, where the message header will indicate the sender, the subject and the date received.

• Unread messages are shown in bold, with a closed envelope sign
• Messages with a red exclamation mark indicate a high priority message
• Messages with a blue down arrow indicate a low priority message
• Messages with a paperclip indicate that the message has an attachment

You can open any of the folders on the left of the window by clicking on the folder icon.

Sorting messages

Messages in folders are, by default, listed in the order they are received. Messages can also be listed alphabetically by subject or sender. This is done by clicking once on the word Subject or From at the top of the list. Clicking on the same heading again will reverse the order.

Deleting messages

This can be done by clicking the delete button either when the message is open or closed. If it is closed, select it by clicking on the message header once. Deleted messages are placed in the Deleted Items folder, where if necessary, they can be reopened. Messages deleted from the Deleted Items folder are permanently deleted. The Deleted Items folder is emptied when you exit HUMS.

Moving messages

Messages that you wish to keep can be filed in different folders. To move a message: select it with the mouse, hold down the left mouse button, and drag the message to the required folder. Let go of the mouse button to 'drop' it onto this folder. It is a good idea to create some new folders in which to organise your messages.

Creating new folders

A new folder can be created anywhere within your mailbox. Any new folder will be created at a level below the folder that is highlighted at the time you create it. Create new folders by selecting File, New, Folder... Enter a name for the folder and click OK.

Keeping copies of messages

Student mail accounts accessed from Library and Computing Centre PCs are set to always keep a copy of each message sent. These copies are placed in the Sent Items folder. Because space is limited, it is not a good idea to keep copies of all messages forever, particularly messages which have attachments. You should regularly look in your sent items folder and delete items which you no longer require.

Staff accessing mail on their own machines may decide whether or not copies should be kept in the sent mail folder. Proceed as follows:

Select Tools, Options..., and click on the email options button. Click to put a tick in the box save copies of messages in the Sent Items folder if you want copies to be kept.