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Open Sesame! Getting the Genie out of Your Attachment Files

Sending attachments via email is great. When it works, you convey your mail fast and virtually free. But on the recipient's end, one of the biggest problems people have with attachments is not being able to open the file you sent them.

What's important to know is whether the recipient of your email has the same type of operating system or program as the file you're sending. For example, if you attach a WordPerfect file and send it to someone who doesn't have WordPerfect itself (or a program capable of translating the file), likely they won't be able to open it.

The good news:

You can remedy this dilemma. Most applications allow you to choose from a multitude of file formats with the Save As ... option commonly located under an application's File menu. You can match your client's program if it's listed, and even send documents cross-platform from Windows to Macs.

Word Processor Documents

In your word processor application, choose the Save As option under the File Menu. Save your file as MS Word 2.x for Windows file format. The MS Word 2.x for Windows file format is recognized by all versions of MS Word (Mac and Windows) version 2 and above, and should be also recognized by WordPerfect For Windows users as well as ClarisWorks users. When all else fails, try ASCII, DOS-based plain text. You will lose your formatting, but the information will be conveyed just the same.

Spreadsheets

Spreadsheet users can choose Save As Excel 4 Worksheet file format, Excel being the most commonly used spreadsheet. If you really want to be safe, most spreadsheet software also gives the option of saving as Tab Delimited Text. This means it will open up in any spreadsheet program, although it also means the original formatting, such as font sizes and column and row width, will disappear. You may lose your formulas too. Best bet: find out what program your client is using and save your file as that format whenever possible.

As a last resort, if the file you want to send isn't too long, cut the original document and paste it into the body of your email (non-message) without using attachments.

For more on email attachments, try these Email Eclair articles on ice:

Flavor Your Biz Communications Using Attachments

The Art of Attachments: How to Send Graphics via Email

 

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