Video brought to you by Andrea Kalli Virtual Trainer and Assistant, LLC
Check out our on-demand training at our E-Learning Center
www.virtualassist.net/elearning
Both free and paid training tutorials available
Outlook, SharePoint, Word, Excel, PowerPoint, Blogging, Social Marketing, and more…
Today let us talk about how to handle large attachments in your email. And normally, I like to remind everybody to store those large attachments out of Outlook and on to your computer somewhere. And this basically goes along with that rule of them. But the purpose really of this tip is to show you how to keep the email and get rid of the attachment. And it is very easy to that in Outlook 2007 and I am talking about not only incoming email but sent items as well.
So I have sent a large attachment to myself so I will be able to show you how to do this on incoming email as well as sent items. And I am going to open up the email itself. First thing, I am going to do is to take a look at that presentation. Take a look at the file as long as I have got an Office preview or forth and it is going to open up the PowerPoint presentation in here as an attachment preview.
[Demo]
So here, it is I can preview the attachment, take a look at it, and scroll through it all through the preview pane which is really nice. Okay, so that awesome, right. Now, what I want to do with it is normally, I am going to do with couple of things with it. Save it on to my computer forward it to somebody else. Always know that I cannot take this email with the attachment and replay to this person in the attachment stand place that is not just a feature of Outlook and why would you want to be.
So , we want we could right click, actually let us do this from the message area here. I am going to right click on the attachment and I am going to say save as and we are going to go ahead and save it to my local machine and I will say save.
[Demo]
Great, and it stays that so I know it is off, it is still in my Outlook inbox, my email but it is also save in the file on my computer. So, the next things I would do is I would right click on it as say remove and it now removed that from that the attachment from that email. So let us go ahead and I am going to close this and I am going to say, yes. So the email is still there but the attachment is gone so if want to keep that email maybe link it to something else I want to archive it, whatever the case maybe I have that email without the big attachment there.
What does that do for me? It helps keep my Outlook files sizes down the PST file or my mailbox if I happen to be on exchange server. So what a lot of people do especially down in exchange server is that they let their email grow and grow and grow and grow and grow without even thinking twice. They basically use Outlook as an archival system keep everything in one file, keep everything but really that is not the best way to handle thing. So for large attachment or attachment that you want to keep save those on your local machine and then remove the attachment from that email but then keep the email. So it is very easy to do.
So here is another thing that you can do once you do that. Let us do this. There it is right, so I have removed that attachment, watch what I can do here.
[Demo]
I can edit this message if I want to choose it is just something little suggestion. This allows me to edit this message. That says, file save in XYZ folder on computer.
[Demo]
And then, today’s date, whatever you want to do, I mean you do not have to do that but I am just giving you a little idea on how you can let yourself know what you did with that attachment. And then, I am going to close it and obviously say, yes to changes. So I have given myself a little note in that email that incoming email to let myself know than with too months down the row when I go looking at that email again that I save the attachment at a certain destination on my computer, so that really nice.
Let us take a look at sent item folder.
[Demo]
I am going to remove that and this is all great, right. Again, we have g
Transcription by:
Scribe4you Transcription Services