Tips for sending attachments internally in Lotus Notes

Tips for sending attachments internally in Lotus Notes

Document number: 16108

Although there is no limit to the size of an attachment sent internally within Lotus Notes, any attachment will add to the size of the recipient's mail file. Please consider the size of an attachment prior to sending. The following are tips to try to keep a mail message small even when an attachment is included:

Zip any files prior to adding them to a message. All PeopleSoft standard machines are built with PKZip installed so the recipient should be able to unzip the attachment easily.

For additional information about zipping files, see Eureka! document 15095 — How to zip files using PKZIP.

For additional information about unzipping files, see Eureka! document 15096 — How to unzip a file using PKZIP.
Instead of including an attachment in an e-mail message, post it to a database that everyone who needs to view the attachment has access to. Be sure to consider the database and everyone who can access it prior to posting if the file should have limited viewing access.
Remove an attachment if responding with history to an e-mail message that did include one. If the attachment is not removed, it is included in subsequent responses and can cause a lot unnecessary space to be used in a mail file. To remove the attachment when replying with history, highlight the attachment and press the {Delete} key. Click Yes when the pop up window appears that says "This operation cannot be undone. Would you like to proceed?" and the attachment will be removed from the response.

By doing any of the above when sending an attachment internally, it will help keep mail file sizes from growing too large unnecessarily.

For information on how to add an attachment to an e-mail message, click here.

If an e-mail message is received that includes an attachment and the message needs to be retained, it is suggested that the attachment be removed from the message after it is detached to the hard drive. For information on how to remove an attachment yet retain the message, see Eureka! document 13023 — How to delete an attachment in Lotus Notes yet retain the message.

To add an attachment to an e-mail message:

Enter the text of the message in the rich text field of the memo form.
Place the cursor in the location where the attachment should be added in text field.
The attachment can be added two ways:

Click the the paperclip SmartIcon (File Attach) located on the SmartIcon bar.
Select File from the menu bar and select Attach... from the drop down list.

Locate and select the file that should be attached and click the Create button.
When the message is ready to send, click the Send or Send and File button.

The message including the attachment will be sent.

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