Subject: E-MAIL READERS -- Attachments email02.txt ************************************************************************* Mini-Lesson: E-MAIL READERS -- Attachments ************************************************************************* OVERVIEW -- Introduction -- Types of Files -- Making Files Email Compatible -- Summary -- Final Comments ************************************************************************* INTRODUCTION ************************************************************************* Attachments, in the simplest terms, are files which reside on your PC and are attached to an email letter you send. As an example, the MJRB-TRAINING lessons are files that I have on my PC. When I send out a lesson, I just attach that particular file to an email message. Thus, I save time having to re-write the text each time I send out that lesson. You are, therefore, able to compose a letter, a text file, or whatever, off-line (meaning you are not doing this work while connected to the Internet). Many people have to pay high prices for connect time, so the more work (writing) that can be done off line saves on connect time. However, to have this file put into your email letter, when on-line, you will need to 'Attach' it to the email letter. Thus, attachments, in and of themselves, are not a complicated thing if you just consider that an attachment is a file residing on your PC that you then include in your email. However, how you attach files and which files you attach becomes the real challenge and interesting part of 'Attachments'. ************************************************************************* TYPES OF FILES ************************************************************************* Originally, email was designed for sending letters (text) over the Internet. The Internet is set up, actually, to only send data as text (this explanation is a very simple, non-technical statement on how data is transmitted over the Internet). Essentially, data transmitted over the Internet must conform to certain standards in order for it to be transmitted properly (able to be received as intended and used as intended). However, other types of information (formats) are also able to be transmitted over the Internet and by email (binary or program files, pictures or graphics, sound or audio, etc.). These types of files each have a different kind of format in terms of how data is used/appears/sent. For instance, if you use a word processor or text reader utility (application), when you open a text file, you see the text. However, when you open a binary or application file you see gobbly gook. And, if you open a picture or graphic file, again you see gobbly gook. Thus, sending a text file by email is straight forward. However, if you want to send a picture or a sound file, or even a program by email, unless you re-format how the data appears, what is sent is gobbly gook and will be corrupt. Yet, in the simplest statement, you can attach these files to an email letter. They will not be sent correctly nor usable, but an attachment is an attachment. To summarize, file types include: TEXT BINARY (usually applications) GRAPHIC AUDIO File extensions help to determine file types. I will not get into detail here but common file extensions are: TXT for text files EXE for applications GIF/JPG for pictures/graphics WAV for audio files There are many other file types and usually the extension refers to how the file has been formatted. ************************************************************************* MAKING FILES EMAIL Compatible ************************************************************************* To send any file, other than a text file, by email, the file data must be encoded (put into a format Compatible with how email is sent over the Internet). In essence, the encoding makes the file a text file, but if viewed the data is gobbly gook when viewed in a text reader. When received, this file must then be decoded (put back into its original format to be usable). Thus, the ability to encode and decode files requires utilities or applications that do the work for you. As an example, a picture or graphic file requires a graphic viewer utility in order to see the picture. An audio file requires a sound reproducing utility in order to here the audio. Files may be compressed (ZIPPED) to make them smaller, so one needs a compression utility to ZIP and UNZIP files. A coder utility, takes the data of the file and formats it so it is in 'text' form. Thus, one needs a coder utility to both encode and decode files for email transition. Coders use different formats. For email, there are many different types of formats. Some you will come across often are: UUENCODE/UUDECODE BinHex BASE64 QUOTED PRINTABLE MIME (Multipurpose Internet Mail Extensions) Thus, the best of all worlds is an email reader that will handle any type of attachment automatically and including the ability to encode and decode files sent by email. ************************************************************************* SUMMARY ************************************************************************* Attachments are just files transferred from your computer to an email letter that will be sent. Files, other than TEXT files, must be encoded into a format Compatible for sending by email. Then the receiving person must be able to decode the file to make it usable. There are different formats for coding files and often a separate utility is needed. Some email readers have some limited capacity to code files. ************************************************************************* FINAL COMMENTS ************************************************************************* These first mini-lessons have presented some of the basic functions of email readers. Basically, an email reader is an application that makes handling email easy or easier than doing all things manually. Composing new letters, replying to letters, forwarding and redirecting letters are among the basic ways an email reader is used. Sending attachments of various types of files is another function that email readers perform, or perform in conjunction with a utility for coding files. Filtering email into folders so one can organize their email easily and quickly is another key function. Other bells and whistles exist with different email readers. The ability to quickly set up an ADDRESS BOOK, or an Email distribution list is another important feature. Basically, setting up an Address book provides a way to easily send email to people and lists using an ALIAS or NICKNAME and short cutting how addresses are placed into the TO field. And, an Email distribution list, such as a family list, or an interest group list, is a way to send a single post to multiple recipients. Spending time learning to use an Email Reader and all of its functions is well worth the time. To cover each and every function would not be possible as there are many. However, as stated before, take time also to read the HELP file. Most information needed is well presented in the HELP file. And, if you find you will use email in a major way, a good email reader and knowing the way to use its features is a real time saver. And, it makes email a lot of fun. -- Prof -- ============================================================================= Reference.COM archives MJRB-TRAINING as of: Jan. 30, 1997 and MJRB-QA as of February 1997. 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