Someone send a copy to your email. Wide choice of data storages. Adding a recipient address

E-mail is used not only to send messages, but also to send files (documents, photos, etc.). They are called nested or attached.

nested or attached file(attachment) is some kind of file from a computer that we add to a letter to send it by e-mail.

How to attach a file to an email and send it

Let's say I want a document that is on my computer to end up on my colleague's computer. I know his email address, so I can write a letter from my mailbox and attach a file to it.

When a colleague goes to his mail, he will see a new message, inside of which there will be a document. He can open it directly in the mail or download it to his computer.

The file transfer technology is as follows:

1. We open our email box.
2. We write a letter: indicate the recipient's email address, subject and, if necessary, print the message.
3. Click the dedicated button to add a file.
4. In the window that opens, select the file from the computer.
5. We send a letter by clicking on the appropriate button.

Example

1. I open my email box and click on the button for writing a letter.

Yandex Mail:	Mail.ru:	gmail.com:

2. I type the address of the person to whom I want to send the file, and indicate the subject.

The text can not be typed, because I only need to send the file. But I usually print it: I say hello, I explain what exactly I am sending and why.

3. To attach a file, I click on a special button at the top or bottom (above or below the part for entering text).

Yandex Mail:	Mail.ru:	gmail.com:

4. A small window opens with files and folders on my computer. In it I have to find what I want to send.

Let's say I need to send a document that is on my computer in the Local Disk D in the Contracts folder. So, in the window I open the Local disk D:

And open the Contracts folder:

The files that are in this folder are shown. I find among them the one I want to send, and double-click on it with the left mouse button.

The window disappears and my document appears above or below the attach button.

Immediately after that, my message with the attached document will go to the specified address. Here's how the recipient will see it:

Notice the paperclip icon at the end. Thus the mail site shows that there is an attached file inside.

Having opened the letter, the recipient will see both the text and the document, which they can view or download to their computer.

How to add multiple files to an email

You can add several files of any type to one letter. It can be photos, documents, music and even videos.

To do this, it is not at all necessary to send several letters - you can write one and add to it everything that we want to send. It happens like this: we write a letter, add one file to it, then, in the same way, another, third, and so on.

But what if there are not one or two, but more than ten? Is it possible to add an entire folder, rather than each file individually?

Sorry, you can't send a folder by email. But it can be archived and attached to the letter.

You can do this right in the window through which we add a file to send. We right-click on the folder, select 7-Zip or WinRAR from the list and create an archive.

Then, in the same place, select the newly created archive, that is, double-click on it with the left mouse button.

The archive, which contains the folder required for forwarding, is attached to the letter. It remains only to send it.

Nuances

If you plan to send more than three files in one email, it is good practice to archive them.

For example, I want to send ten photos to a friend. You can, of course, send ten letters, each of which add a photo. But it is inconvenient neither for me, nor, moreover, for him. Therefore, I decide to send one letter, to which I attach all the photos.

In this case, it would be more correct to put them in a separate folder on the computer itself, then archive it and add the resulting archive when sending a letter.

As a result, one file will be sent, not ten. It will be easier for my friend to download it to a computer and unzip it than to watch (download) each photo individually.

Before sending photos by e-mail, they should be compressed (reduced in size).

This is more than good manners. This is a necessity! But, unfortunately, many users do not even know about it.

You will learn more about why this is necessary and how to do it in the Photo Compression lesson.

Exercise

1. Send an email with an attachment from your email address to your own address. That is, in the "To" field, type your email address. After sending, you will receive an email from yourself with this attachment.
2. Open your letter and try to view the sent file directly in the mail. Then download it to your computer and open directly from it.
3. Send emails to your address with several attachments (both individually and zipped).
4. Try sending photos after compressing them.

Surprisingly, many people, when they are asked to send a letter to several people at once, simply list the addresses in the "To" field, this is normal when this letter is addressed to your colleagues or friends, but when sending letters to a group of clients, you thus show everyone addresses and other recipients, actually revealing your address base.

It is enough for any of the clients to forward this letter to your competitor and your contacts will be immediately leaked.

It's strange, but many far from stupid people are surprised to learn that if you need to send a letter to many recipients so that they do not know about each other, then there is a "Bcc" field for this.

For example, for mail.ru it will look like this:

And once again briefly:indicated addresses in "to" - everyone can see to whom you sent letters, indicated in "blind copy" - everyone thinks that the letter is only for him.

And each recipient will receive a letter where in the "to" field will be only his address . For other programs, if you can't find where to put the Bcc, then ask someone to show you. Another small point, be sure to specify one address in the "to" field, most programs or mail servers will not let you send a letter without this parameter.

And so, when it comes to sending out offers, news to a group of your customers - here the practice of using a hidden copy is unambiguous, you must hide your address base. An interesting point with sending a letter to your colleagues, it is recommended here to act according to the situation, for example, sending a letter with a request to send suggestions (for example, to improve customer service) and if each colleague sees that other people have received the same letter, then most likely they will not answer - rely on others, so you need to use a hidden copy. If this order is fulfilled, then, for example, an indication of the "whom" of your colleague's boss will simply work wonders, and your order will be fulfilled.

A separate issue with suppliers. On the one hand, the indication of all recipients in the copy should show the supplier that you have a choice and that he should offer you good prices. On the other hand, the manager who received your letter, seeing that it was sent not only to him, will most likely treat your request as "cool". Personally, in my opinion, I think that in the case of suppliers, you need to use a blind copy, at least to protect trade secrets, but rather for good relations with the supplier's manager.

You can read a recent case of a specialist's mistake, when all recipients saw other recipients: Smack everyone in this chat, there were really respectable people there - directors, but still many received spam in response.

Well, as always, discussion in the comments is welcome.

You have probably already noticed thatwhen receiving letters from some authorsin the "to" section there is a list of several dozen emails of different people. Moreover, neither you nor these people gave their consent to the fact that these emails were “exposed”. Naturally, one of the recipients will unsubscribe from this mailing (we are all tired of the flow of spam to our mails). But one thing is certain - all recipients will treat the author of the mailing list as a non-professional person. And they are unlikely to agree to accept his proposal.

How to do so, so as not to send a letter to each addressee separately and at the same time "not to shine all in front of everyone"?
Almost any mail service allows you to do this.

Let's consider this possibility on the example of the most popular email for business mailings gmail.com

Usually, you use the Compose window to send a letter. By clicking on it, you see a new "New Message" window, into which you insert everything you need to create and send the letter itself.

In the "Recipients" window, we usually insert the emails of our recipients.

Copy means "exact copy". This field is used when you just want to send an email to someone who is not the primary recipient. This way you can keep the person in the loop while letting them know that they don't have to reply to the email. But all recipients of this letter see each other's addresses (and even names).

Bcc, on the other hand, means "exact hidden copy". It works the same as Cc, but this field hides all recipient addresses.

Thus, using this field is one of the best ways to send an email to a large number of people and maintain privacy. So, do not spoil the relationship with them. Using this feature, you can insert up to 30 emails. And this means that with one click of a button you can send this letter to 30 recipients at once, without showing their emails.

And, if necessary, you can insert an image into the body of the letter ( 4 ) or attach a file ( 5 ).

It is this mail that gives the maximum number of editing opportunities.

Similarly, you can send a letter to several recipients at the same time by mail yandex.ru.

Only there are fewer opportunities for editing the text of a letter on this mail. Therefore, I will only show the procedure for sending letters.

Click on "Write" and then in the "To" window ( 1 ) paste the email address of the first recipient, and then select the "Copy" function ( 2 ) or Bcc ( 3 ). Depending on whether you want all recipients of your letter to see all emails or retain their right to confidentiality of addresses, choose one of the functions. To add each next email to the list, you must click on the button with the image of a man with a plus sign in front of him ( 4 ). Then you can select your permanent recipients from the drop-down list or enter their emails manually.

Pictures can be downloaded from Yandex Disk and files can be attached too, as usual.

Click on the "Write" button, a window appears in which, when you click the mouse in the "To" window ( 1 ), a drop-down list appears with a list of your permanent recipients ( 2 ). You can choose from this list what you want. Or just paste your desired email destination manually.

Business communication is its own world with its own laws. A lot depends on how we comply with these laws: the impression we make on colleagues and partners, work productivity, and even career advancement.

A special place in business communication is occupied by business correspondence, which is the daily duty of most office workers and not only. The ability to properly conduct business correspondence can be a good help for making profitable deals and building your business image.

Let's look at some of the features of a business letter. So, business correspondence is:

• use of formulaic phrases and clichés
• emotional neutrality,
• semantic accuracy and conciseness of presentation,
• well-structured argument.

Business correspondence in English is the same set of rules and clichés, some of which we recommend to everyone who works with foreign partners or in international companies. We bring to your attention some useful phrases that will decorate your business correspondence. These phrases will emphasize your professionalism and help shape the image of a business person. Let's start!

1. Please find attached

Let's start with the classics. Often you have to attach various documents or other files to the letter. In order to notify the recipient about the presence of an attachment, this phrase is perfect. After all, the word “Attachment” in translation means “investment”. The phrase should be used at the end of the letter.

Here are a couple of usage examples:

• Please find attached my portfolio.
• Please find attached copy of the agreement/contract.

2. I have forwarded

This phrase can be used if you need to forward the email to other recipients. To notify the addressee about this, the phrase “I have forwarded” is perfect. For example:

• I have forwarded Anna's CV to you.
• I have forwarded John's email to you.

3. I've cc'ed

A person uninitiated in all the secrets of the peculiarities of business correspondence may not understand what this strange abbreviation means. But we are professionals. "I've cc'ed" is an abbreviation that stands for I have carbon copied. The phrase means "put someone on a copy to receive letters."

So if you need to let someone know that you put other recipients in a copy, feel free to use this phrase. For example:

• I've cc'ed Sara on this email.
• I've cc'ed Jack and Jimmy on these emails.

As for abbreviations that cannot be used in business correspondence, an exception is usually made for this case.

4. For further details

This phrase is a proven way to politely end your letter in English. "For further details", means "for more detailed information", "in more detail". Examples of using:

• For further details contact me any time.
• For further details write to our Sales-manager.

Another phrase to help you finish politely is "If you have any questions, please do not hesitate to contact me." In translation, this means "If you have any questions, feel free to write to me."

5. I look forward to

The phrase "look forward" means "to look forward to". So if you are looking forward to a response or some other action from the addressee, then it would be quite appropriate to use this phrase. For example:

• I look forward to your answer.
• I'm looking forward to your reply.

The phrase is best used at the end of the letter.

When writing a letter, you need to be polite even when you don’t really feel like it. The ability to compose competent letters in any situation reflects your professionalism, good breeding and knowledge of business ethics. In conclusion, we recall that in business correspondence you must show the accuracy of the wording and impeccable literacy. It is also unacceptable to use abbreviations (with rare exceptions).

Write emails in English correctly, dear friends! Good luck!

Today, almost every person has an e-mail (email), and even several. At the same time, quite often email contains a large amount of important information. And losing it can be worse than taking and formatting your computer's hard drive. Therefore, taking care of creating backup copies, the so-called backups, of your mail is no less important task than backing up your documents. But her solution is not as trivial as copying files from one place to another. Even if you find the email program files that store all your emails, it will be difficult for you to do anything with them. Try to answer a few questions for yourself: "How will you restore emails?", "How will you view one of the emails?", "How are you going to look for the email you need in the backup?" etc. There is no single answer to almost all questions, or it will be so complicated that you quickly refuse it.

The class of utilities considered in the review will allow you not only to keep your precious letters in a safe place, but also to perform simple operations with them, such as viewing, searching, etc.

Review of free mail backup programs

MaiStore Home is a powerful mail backup tool

Allows you to backup all email messages (email) from various applications and online services, and store them in one secure archive. The utility really knows how to work with huge sizes. It is easy to feel it, just try to look for something, and you will see that the speed is simply amazing. It belongs to the category "once configured - use". The utility has a fairly flexible interface for setting up recovery from a backup. So you can always quickly restore everything you need. Always remember that the utility does not back up your account settings and contacts, although you can always restore the latter from emails.

Able to create backups:

• Microsoft Outlook 2000, XP, 2003, 2007, 2010, 2013
• Outlook Express, Windows Mail and Windows Live Mail
• Microsoft Exchange Server 2003, 2007, 2010, 2013
• Mozilla Thunderbird and Sea Monkey
• POP3 and IMAP (including webmail services such as Gmail and Yahoo)

• Microsoft Office 365 (Exchange Online)

• .eml and other files

For a product of this nature, MailStore is updated fairly frequently. This gives you confidence that in a year you will not have to look for a suitable utility again and set everything up again. At some points, the user interface is made a little angular. But, nevertheless, the utility is quite easy and simple to use. You can read emails directly from a backup, and it will be as easy as if you were reading them from email clients. You can even reply to messages directly from MailStore. We can say that this program is suitable for users of any level.

KLS Mail Backup is a simple and high-quality program for creating mail backup

is a simple and high-quality utility designed to create backup copies of email (email) of many popular email clients. It also allows you to backup profiles of various Internet programs. The utility uses the well-known Zip format to compress and store email messages. So you can always access your messages directly. The processes of creating and restoring backups are represented by special setup wizards. Even the most inexperienced user can quickly figure out what's what and start using it. KLS Mail Backup is free for personal use only.

KLS Mail Backup cannot work with POP and IMAP protocols. This means that you will not be able to backup your mail directly from the server.

Various backup products...

MozBackup is a backup utility for the following programs: MozSuite/SeaMonkey, Mozilla Firefox, Mozilla Thunderbird, Netscape, Flock, Sunbird, Spicebird, PostBox and Wyzo. It saves mail, bookmarks, address books, passwords, and more.

Comodo Backup is a general purpose backup utility that also allows you to create email backups. You also get 5 GB of online storage for free. Comodo is powered by customers who use online storage on a commercial basis. It supports Thunderbird, Microsoft Outlook, Windows Live Mail and OutLook Express. It also allows you to back up files and folders.

MailBrowserBackup is a simple portable program that detects and offers to back up Internet Explorer, Mozilla Firefox (profile), Flock, Windows Mail, Windows Contacts (Win 7), Windows Live Mail, Mozilla Thunderbird, Opera (browser and mail), Apple Safari , Google Chrome, SRWare Iron, FileZilla FTP client and Windows Live Messenger Plus.

In Windows 7, you will need to run the program as an administrator or the account associated with Windows Contacts, otherwise the utility will not be able to create a backup for it.

Microsoft provides a free backup program for Outlook that backs up your pst files. Works with Outlook 2002 and later.

Gmail Backup (site no longer available) is an open-source solution that allows you to create backup copies of your emails using the IMAP protocol.

Quick Guide (download links for free email backup software)

MailStoreHome

		Backup all email messages from multiple apps and accounts. Quick search. Ease of working with backups. POP3 and IMAP backup (including webmail such as Gmail and Yahoo! Mail). Very easy to use.
		Requires Microsoft .NET.
		-------------
		http://www.mailstore.com/en/mailstore-home-email-archiving.aspx
		5.5 MB 8.1 Free for private use only Windows 2000 / XP / Vista / 7 / 8

KLS Mail Backup

		Many popular email clients. A clear and simple tool for creating backups. Uses zip archives to store your mail so you always have direct access to your mail.
		Does not support POP and IMAP protocols. This means that you cannot create backups directly from the mail server.