Technology Tips: Email

This guide provides answers to some of the most frequently asked, technology-based questions at the library.

Attaching Files

Use the quick guide below for help in attaching documents using Outlook 2013.

Working with Attached Files

There are times when you will want to make changes to a file that is attached to an email message. Please follow this procedure to ensure that your changes to the document will be saved.

  1. Open the email containing the attachment.
  2. Download the attachment to your desktop.
  3. Open the file from your desktop.
  4. Make the needed changes to the file.
  5. Save the file.

If you need to resend the file through your email account, create a new email message and attach the updated file to the email directly from the desktop.

Writing Email

To: Any email addresses entered into the "To" field are considered the primary recipients of the message.

Cc: Email clients also have a field labeled "Cc", or "carbon copy." Email addresses entered into this field will receive a copy of your message, but are not considered the primary recipient of the message. It is useful to keep a group of team members, co-workers, or fields aware of a particular conversation without the obligation to respond.

Bcc: Another field is labeled "Bcc", or "blind carbon copy." Email addresses entered into this field will not be viewable to any of the message recipients entered in the "To" or "Cc" fields. Blind carbon copy is useful when you want to maintain the privacy of your message recipients.

Subject: A short and informative subject should always be applied to your email communications. Subjects allow your recipients to quickly recognize what the content of the email is about and aid in the organization of your inbox.

Managing Your Inbox

Keeping your inbox neat and orderly will save you time when you need to find an important message quickly.

1. Delete messages that you no longer need.

  • Multiple reply messages
  • Old announcements
  • Message drafts
  • Due date reminders from last quarter

2. Use a folder system.

If you wish to keep email messages for a lengthy period of time, create a folder with a name that you will easily remember and place your messages in that folder.

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