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Posted 16 October 2001 One of the most useful functions of e-mail is the ability
to attach documents and pictures. It takes only a few minutes to attach and
send a file, compared to hours or days to send it by post or courier. But attachments
have their problems. For someone to view an attachment they must have software
that can read it. If you’re sending the attachment to a number of people,
or to someone who may not have the same software, you should send attachments
in a generic format. These formats vary with the type of data you want to send.
Generic File Formats Type of attachment
File format
Purpose
Written Text, no formatting
Text
All computers can read text documents, but the file
will lose all formatting. This is the best way to send documents if you
don’t know what the recipient uses for a word processor.
Pictures
JPEG
Used for pictures. Most computers can read .jpg files
with their Web browsers.
Written text with formatting
Rich text format
Most word processing programs can read .rtf documents.
You will retain tab stops, bold and italics, but you will lose advanced
features like tables, hyperlinks and clip art.
Tables and basic databases
Comma or tab-delimited
If you need to transmit spreadsheet or database information,
a comma-delimited text file is best. You will lose all advanced features
from the database or spreadsheet, but the basic table will be transmitted.
Complex formatted documents
HTML
A computer that receives e-mail will almost certainly
be able to read Web pages. Depending upon the program you use to save
the program, most of the formatting features will be preserved. Editing
the document may be a problem.
By sending an attachment in a generic format you increase
the likelihood that those receiving it will be able to read it. To save in a
generic format open the file, select file, save as and in the "save
file as type" box choose the file type you want to save as. You can
then attach the saved file to an e-mail. Remember there are limitations to the generic file types.
There may be a loss of features or of quality. If you can, agree with the people
you are sending the file to on what format to use. This makes life much easier
and that is what e-mail is really about.Why can't people read the attachments I send them?
PC Rescue Pty Ltd
Suite 236, 4 Young Street Neutral Bay NSW 2089
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ŠTechnology Publishing Australia, 2011