ATTACH  A  FILE  TO  AN  E-MAIL

Assuming you have been following the last three sections, are connected to the internet and have opened Windows Live Mail 2011; I will now show you how to Attach A File to an e-mail.

Remember. An e-mail must have the TO, SUBJECT and MESSAGE edit boxes filled in before it can be classed an e-mail. These are the three main components that make up an e-mail, just the same as a Letter for posting must consist of a Letter, a Stamp and an Envelope. And just the same as a Letter can have something enclosed inside the envelope, such as a Photograph or a Cheque, so can an e-mail. One external file, such as a photograph file, enclosed inside an e-mail is known as an Attachment and two or more external files are known as Attachments.


Although a photograph file for example could be inserted into an e-mail, as a signature or background for example, most of the time it is easier to just insert the photograph file as an Attachment (as an external file). That way people can separate the photograph file from the message. In other words; They can read the message and then save the attached photograph file, as a separate file, onto their computer for example.

To attach a file to an e-mail you first need to create an e-mail. You do this in the same way as the last (Create An E-Mail) section. So click on the EMAIL MESSAGE button (Fig 1.0) and then fill in the TO, SUBJECT and MESSAGE edit boxes (Fig 1.1).



Fig 1.0  Click directly on the NEW button to create a new e-mail




Fig 1.1  Fill in the TO, SUBJECT and MESSAGE edit boxes to continue

When you fill in the TO edit box; As you start typing the first letter of a contact the AutoComplete feature of Windows Live Mail 2011 will try and match what you are currently typing with a name or e-mail address from your Address Book (Contacts list), if you have any contacts (address book entries) of course. For example, if I type the letter D into the TO edit box the names David Trouley and Denise Oakdale appear together with their email address.



Fig 1.2  Type a letter into the TO edit box to bring up names and e-mail addresses from your contacts list

If I had typed the letter Y instead, all e-mail addresses beginning with Y would of appeared. contactjohn@yoingco.com and davidtrouley@yahoo.com for example.

If you want to use one of the suggested e-mail addresses either use the Up/Down Cursor keyboard keys to highlight an e-mail address and then press the ENTER keyboard key to select it (insert it) or simply click on an e-mail address to select it (insert it). And if you don't want to use any of the suggested e-mail addresses simply carry on typing out your wanted e-mail address.



Fig 1.3  The selected e-mail address has been inserted into the TO edit box

The e-mail address, by default (normal behaviour), will not be shown when it is inserted into the TO edit box. The contacts name will be shown instead, which is a good thing if you do not want people looking over your shoulder to know the e-mail address of your contact.

THE  TO  EDIT  BOX  AND  CONTACTS  (The Address Book)

To add a contact to your address book simply click on the CONTACTS shortcut link (Fig 1.4), underneath the Folders Pane, to bring up the Contacts (Address Book) window (Fig 1.5) and then click on the CONTACT button. This will then bring up the Add A Contact window - Fill in the FIRST NAME, LAST NAME and PERSONAL E-MAIL ADDRESS edit boxes before clicking on the ADD CONTACT button (Fig 1.6).



Fig 1.4  Click on the CONTACTS shortcut link to continue




Fig 1.5  Click on the CONTACT button to add a new contact to the address book




Fig 1.6  Fill in the FIRST NAME, LAST NAME and PERSONAL E-MAIL ADDRESS edit boxes before clicking on the ADD CONTACT button

Adding an e-mail address to your address book (contacts list), instead of hand typing it all the time, is a good idea. Especially if you are using a Junk E-Mail Safe List that blocks certain e-mail addresses but at the same time allows/trusts the contacts in your address book.

If you want to e-mail more than one person, type each person's e-mail address into the TO edit box separating each e-mail address with a Space and a Semicolon. Alternatively. Type their name (or the first letter of it) and then insert it by clicking on it or by highlighting it with the Up/Down cursor keys and then pressing the ENTER keyboard. Remember, this will only work if that person's name (or e-mail address) is inside your address book.



Fig 1.7  Type the first letter of a name, highlight it if necessary and then click on it to insert it

Another thing you can do is click on the TO button , located on the left-side of the TO edit box, to open the Send An E-Mail window (below) and then double click on each contact (name/e-mail address) you want to e-mail. When you have finished inserting contacts into the TO -> edit box click on the OK button to continue with the rest of your e-mail construction.



Fig 1.8  Double click on each contact you want to e-mail - Click on the OK button when you have finished

To select more than one contact (name/e-mail address) in one go either hold down the CTRL keyboard key as you select each contact or click on the first contact and then hold down the SHIFT keyboard key before clicking on the last contact (below). This causes a range of contacts to be selected whereas the CTRL keyboard key method allows you to select/deselect a particular contact. So if you select a range of contacts (with the SHIFT key method) you can still deselect/reselect a contact within that range using the CTRL keyboard key method.



Fig 1.9  Select one or more contacts, click on the TO -> button and then on the OK button

When you have finished your selection click on the TO -> button to have your selected contacts inserted into the TO -> edit box. From there, click on the OK button to continue composing your e-mail.

THE  ATTACH  BUTTON  AND  ATTACH  BOX

Getting back to the original e-mail in Fig 1.1 above, with no contacts in the address book. When you have filled in the TO, SUBJECT and MESSAGE edit boxes click on the ATTACH FILE button (Fig 2.0) to bring up the Open file requester (Fig 2.1). It will allow you to open a file that is then attached to the e-mail.



Fig 2.0  Click on the ATTACH FILE button to attach a file




Fig 2.1  Find and select the file you want to attach to this e-mail and then click on the OPEN button to continue

Once you have found, selected and then OPENed the file you want attaching to the e-mail the Open file requester will close and you will be sent back to the New Message window. A new tab will then be displayed, called PHOTO ALBUM TOOLS, if you have opened a photograph (image) file. It has options/tools on it that allow you to edit that photo file. If you have not opened a photograph file you will not see the PHOTO ALBUM TOOLS Tab.

Regardless of the type of file you have opened that attached file's file name and file size will be listed, with a paper clip icon, underneath the SUBJECT edit box to denote that your attachment was successful. Meaning, the attached file is listed as "Ready To Send With The E-Mail" when you click on the SEND button.



Fig 2.2  Click on the SEND button to send the e-mail and any attachment(s)

The Paper Clip icon represents a photograph paper clipped to a letter in this example. Or put another way, a photograph file attached to an e-mail message. If you want to remove the attachment, for whatever reason(s), simply click on it and then press the DELete keyboard key (or right click on it and select the REMOVE menu-item). Note - You don't get any Delete file requester asking you to confirm the removal. The attached file will be removed straight away, without warning.


To attach another file just follow the above two steps again (Figures 2.0 and 2.1) - In this example I am only attaching one photograph file (john_cairns.jpg). When you have finished attaching your file(s) click on the SEND button to send the e-mail (Fig 2.2 above).

THINGS  TO  CONSIDER  WITH  ATTACHMENTS

File Size Matters! - With regards to the size of each attached file (attachment) it is always a good idea to calculate the combined file sizes, as many e-mail accounts are restricted on how much data they can send/receive at any one time. Not only that; It's always courteous to send only a few files at a time due to the storage capacity of someones INBOX.

If my friend's INBOX has a capacity of 10 Megabytes for example and I send her 7 Photos of 1 Megabyte each, that only leaves 3 Megabytes for her other friend's and/or herself to use. And how would I know the storage capacity of my friend's INBOX? Answer. I would not know. The only way I would know is when I send her an e-mail and I get an error: "Could not send e-mail", "Recipient's INBOX is full" or errors to this affect.

File Type - If you need to preview an attached file, perhaps because you have forgotten what is inside it, you can double click on it and it should open; usually by the program that made it or by a program associated with its file name extension (file type). For example. If you double click on an attached photograph file (i.e. john_cairns.jpg) the Windows Photo Viewer program might be the program to open that file, if it's the default program associated with the .jpg file extension. On the other hand, if you have a Microsoft Office 2010 file attached (i.e. essay.docx) the recipient might not have any program on their computer to open that type of file.

THE  STATUS  BAR

After clicking on the SEND button look immediately to the bottom-right corner of the windows live mail 2011 Status Bar (window) and you will see various status notifications appearing, quite fast sometimes. So even though you might not see all of them! those you do see are worth noting because they can help in diagnosing problems and confirming a sent e-mail for example.

The first status notification is Connecting... which means windows live mail 2011 is trying to connect to your particular E-Mail Account, in this example the Yoingco (contactjohn) e-mail account, in order to authorize the sending of this e-mail. Your broadband company (isp) for example wants to know who (which e-mail account) is sending this e-mail. So basically, the e-mail account's User Name & Password will be authorized (if they can be) before the e-mail is sent to the recipients INBOX (via various e-mail servers).

This connecting process uses an extended internet connection, to connect to those various e-mail servers, which means if the extended internet connection fails for whatever reason(s) your ISP's main internet connection (i.e. Broadband connection) will not be affected. If the extended internet connection cannot connect to a certain e-mail server (computer) you say "The Server is down". The same applies when checking your e-mail. If your ISP's e-mail server cannot fetch (receive) your e-mail, from the OUTBOX on the Hotmail for example, you say "The Hotmail server is down". In other words, do not blame your ISP! It could be the Hotmail e-mail server that causes problems in this scenario.



Fig 3.0  Connecting... to this particular E-Mail Account in order to authorize its User Name & Password with the ISP

The second status notification is Authorizing... which means windows live mail 2011 is now verifying/authorizing, with your ISP's computer, the User Name & Password of this particular E-Mail Account.



Fig 3.1  Authorizing... access to this particular E-Mail Account

The third status notification is Sending Mail... which basically means windows live mail 2011 has been given permission to send the e-mail to the recipient's INBOX, via your isp and its extended internet connections to the various other e-mail servers - Eventually ending up on the Hotmail e-mail server in this example. Your ISP's computer is allowing the e-mail to be sent because the User & Password for this particular e-mail account has been verified/authorized. If there is a problem sending the e-mail, for whatever reason(s), you will see an Error notification instead.



Fig 3.2  Windows Live Mail 2011 is now sending this e-mail to the recipients INBOX via your ISP's computer and various other e-mail servers




Fig 3.3  Oh dear! There seems to be an Error. Double click on the Yellow Exclamation Mark icon for more information.

At this stage, because a file is being sent with the e-mail as well, the sending time will be longer. It is times like these, especially with a large file, when a simple Sending Mail... notification is not adequate. You could be looking at the Sending Mail... notification for 10 seconds (broadband) or 10 minutes (P.A.Y.G) for example. So it would be nice if windows live mail had some sort of progress guage. And fortunately it does. Just double click on the Sending Mail... icon and the green progress guage will appear.



Fig 3.4  Double click on the Sending Mail... icon to see the green progress guage




Fig 3.5  The progress guage shows how much of the e-mail has been sent

The final status notification just defaults back to the number of e-mails you have in your own windows live mail 2011 INBOX. In this example, because it is the first time to use windows live mail 2011, there are no e-mails inside the windows live mail 2011 INBOX.



Fig 3.6  E-Mail has been sent - Defaulting back to the number of e-mails inside the windows live mail 2011 INBOX


LOCAL  FOLDERS

After clicking on the SEND button look immediately at the main windows live mail 2011 Folders Pane (window). It contains folders called INBOX (Received E-Mail), DRAFTS (Stored/Unfinished E-Mail), SENT ITEMS (Sent E-Mail), JUNK E-MAIL (Unclassified/Unwanted/Spam E-Mail), DELETED ITEMS (Deleted E-Mail) and OUTBOX (Waiting to be sent E-Mail). These folders work in the same way as a "Normal" folder. In this example you need to be looking at the OUTBOX folder and the SENT ITEMS folder.

Each time you click on the SEND button the e-mail to be sent is put into the windows live mail 2011 OUTBOX first, in a "Ready To Be Sent" state. The reason for this is because your e-mail account needs to be verified/authorized before the e-mail can be sent (see above). If your e-mail account cannot be verified/authorized for whatever reason(s) the e-mail will not be sent. It will remain in the OUTBOX until it can be sent, or until you delete it or move it from the OUTBOX for example.

If you are Working Offline (writing the e-mail without being connected to the internet) you can still click on the SEND button. The e-mail will then go into the OUTBOX, just the same as if you were Working Online (writing the e-mail whilst being connected to the internet), and be sent (if it can be) later.....when you are Working Online.



Fig 4.0  One e-mail is waiting to be sent

Fig 4.0 shows that there is one e-mail inside the windows live mail 2011 OUTBOX folder. When the e-mail account has been verified/authorized the e-mail will be sent to the recipient's INBOX on their e-mail client's computer (i.e. on the Hotmail e-mail server). There are two ways of knowing your e-mail was sent. Firstly, the windows live mail 2011 OUTBOX will become empty and you should not of received any errors from windows live mail 2011 (or from your ISP). And secondly, there should be a record of the sent e-mail inside the windows live mail 2011 SENT ITEMS folder. To check the windows live mail 2011 SENT ITEMS folder simply click on its folder name.



Fig 4.1  Click on the SENT ITEMS folder to check if your e-mail was sent

As you can see; The e-mail, and its attached file, was successfully sent to my friend Denise Oakdale. I say successfully meaning successfully from windows live mail 2011. If my ISP's computer has any problem(s) sending the e-mail to Denise's e-mail account (INBOX) my ISP's computer will inform me of this by e-mailing me back with a message such as "E-Mail could not be sent....etc". This is known as a bounced e-mail (like a Bounced Cheque or Return To Sender).

If you have more than one e-mail to be sent then obviously the OUTBOX will have more than (1) displayed next to it. Also. A 100KB sized e-mail will be sent quicker than a 900KB sized e-mail for example.

So just to recap. You create an e-mail, attach one or more files to it and then click on the SEND button. Your ISP's computer (e-mail server) then verifies/authorizes the e-mail account details sent to it by windows live mail 2011 (i.e. the Yoingco (contactjohn) e-mail account details). If all goes well the e-mail is then sent from windows live mail 2011's OUTBOX to the INBOX of the recipient's e-mail account.....via various technologies and e-mail servers. Your ISP's computer, and the other various e-mail servers and technologies along the way, should verifying your SEND e-mail further (for Viruses and Spam/Junk content for example) before it arrives in the recipient's INBOX clean (without viruses and so on).