Email Attachments

Regular e-mail messages are sent in ASCII (pronounced as-kee) text format. ASCII is a standard format that all computers can read. If you want to send files with other formats (like formatted word processing documents, spreadsheets, graphics, databases or programs) you need send the encoded versions of these files, so that the mail servers see them as ASCII.

Most mailers call these encoded files attachments or enclosures. Most e-mail programs contain attachment features that encode and decode files almost automatically. If your mailer has the ability to send attachments, the process usually involves selecting the attachment option when you have a message window open, and then identifying the file(s) you want to attach. The person who receives a message containing attachments has to decode the files in order to use them.

To attach or not to attach?

Being able to send non-ASCII file attachments with email messages is a great feature of some mailer programs. But just because you can use attachments doesn't mean you should.

Why not use attachments?

• Attachments create work. The attachment must be decoded and then loaded into another application to be viewed. It might be worth it if the attachment is in a form needed for a report or project in progress, or if it is a graphic or program. If it's just words, maybe not.
• Attachments may not work. The recipient needs to use a mailer that accepts attachments and have software that can load the attached file. It wouldn't do any good to send a WordPerfect file to a Word user, for example, because they might not be able to open the file.
• Regular text email messages cannot contain viruses, but attachments can. Recent scares due to attachment viruses have made people cautious about opening attachments. Saving and scanning the attachments with anti-virus software first is a prudent step, but it adds even more steps to the process.
• Most attachments become rather large files to send through e- mail. Sending or receiving a file that contains an attachment can take a long time for someone who uses a modem to connect to the Internet.

If you are using an attachment to send text from an existing file, importing or copying the text into an email message is a better option. All word processors give you the option of saving your work as an ASCII text file. That takes very little effort on your part. It makes life much easier for the recipient. And the chances of your message being received and read are much better.

The bottom line is to use attachments with discretion. Unless the formatted attachment is really necessary or of benefit to the recipient, there is a real possibility the recipient won't even bother to look at it. Remember to check with the recipient before you send an attachment. Two good questions to ask them include:

• Can your mailer receive attachments?
• Can you use a file in this (WordPerfect, Excel, Word, whatever) format?

As the sender, you want your message to be read. The burden is on you to make is accessible to the receiver.

The Master Internet Volunteer Program was developed by the University of Minnesota Extension Service and was adapted for use in North Dakota with permission. Copyright  © 2000  North Dakota State University. All rights reserved.

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