Checking your employee handbook can help you decide whether attaching or enclosing is the proper way to send additional documents for a specific form of communication. Many business professionals may expect certain citations depending on the content of your letter and the type of additional document, although there is little difference between the format of the citations.
The basic citation for additional documents is to name the type of document and describe it. For example, you may write "Attached: Sales charts" or "Enclosed: Employee organizational list" at the end of your letter. When sending an attachment through email or physical letters, you can typically include a sentence mentioning the attached document or write it underneath your signature line. You can do the same for enclosures, but change the word or abbreviation for an attachment to one that signifies an enclosure.
For more casual documents that use attachments, the citation may not be necessary if you mention the document in your letter, but it's important to include a citation for most enclosed documents to ensure they don't get lost or overlooked. Despite having limitations for sending enclosed documents through email, there are some ways business professionals may enclose short copies of documents or extra information in electronic formats.
At the end of an email, you may be able to paste the text of a document or insert reports and pictures as images in the body of your email. Since the information is technically a part of the email and not attached to it, you can consider it an enclosure.
This may be useful when you have important complementary information to send to a colleague but don't have a file you can easily attach to an email.
However, this is most useful when you only have to send one or two very short documents. Otherwise, try to find an acceptable file you can attach to the email or send as a physical copy. When using attachments and enclosures in business, most people understand what these terms mean when they see them in a letter. However, attachments are more well-known to people outside of the industry, so mentioning attachments when you add documents to your correspondence can be a better option for more casual business settings or topics.
For example, if you're sending an invitation for a company-wide holiday event along with an explanation of the upcoming holiday schedule, you might call the schedule an attachment rather than an enclosure even though it's separate from the invitation. For more formal communications, like those with clients and your managers, it's better to use the terms "enclosure" and "attachment" more accurately, because business professionals can often tell the difference between these terms.
This is also more helpful for your recipient because they can better understand what type of additional document to look for with your letter and what its value is.
Find jobs. Company reviews. When the value is set to Optional 2 , all scanners are called even after one reports a detection. For more information, click the following article number to view the article in the Microsoft Knowledge Base:. The following determine whether you are prevented from opening the file or whether you are warned before you open the file:.
The security settings of the Web content zone that you are downloading the file from. To view the Web content zones, click Tools , click Internet Options , and then click the Security tab.
The following are the four Web content zones:. The Attachment Manager uses the IAttachmentExecute application programming interface API to find the file type, to find the file association, and to determine the most appropriate action. The Attachment Manager classifies files that you receive or that you download based on the file type and the file name extension. Attachment Manager classifies files types as high risk, medium risk, and low risk.
When you save files to your hard disk from a program that uses the Attachment Manager, the Web content zone information for the file is also saved with the file. For example, if you save a compressed file.
When you try to extract the contents from the compressed file, or if you try to run a file, you cannot. The Web content zone information is saved together with the files only if the hard disk uses the NTFS file system.
You can open a blocked file from a known source if you want to. To open a blocked file, follow these steps:. When you try to download or open a file from a Web site that is in the restricted Web content zone, you may receive a message that indicates that the file is blocked.
When you try to open high-risk file types from sites that belong to the Internet Web content zone, you may receive a warning message, but you may be able to open these types of files. The file types that the Attachment Manager labels as high-risk include the following:.
File types that the Attachment Manager does not label as high risk or low risk are automatically labeled as medium risk. When you open a medium-risk file from the Internet Web content zone or from the restricted sites Web content zone, you will be able to open these types of files without warning message. The Attachment Manager labels the following file types as low risk only when you open them by using Notepad.
If you associate another program with this file type, the file type is no longer considered low risk. The Attachment Manager labels the following file types as low risk only when you open the file by using the Microsoft Windows Picture and Fax Viewer:. Note Associating a file type with Notepad or with the Windows Picture and Fax Viewer does not add that file type to the list of low-risk file types. Need more help? Expand your skills.
Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. Sending an email with attachments and no text is not recommended, as the recipient or their email provider may confuse them with spam.
After composing the email, the final step before sending it is attaching the necessary file or files. However, this step can take place at any time during the composing and sending process. Many senders prefer to attach the files before writing the email because it eliminates the risk of forgetting to attach them altogether. Once the email's subject and body are written and the files are attached, you can do a quick proofread and send the email to the recipient.
Related: 20 Ways To Start an Email. Consider these tips to help you write and send emails with attached files:. You need to make sure that the recipient can access the files you are about to send. If you are sending text files, spreadsheets, scanned documents, pictures or any other type of files, it's important to use a common file format to maximize the odds that the recipient can open the attachment.
Most email servers have a size limit for attachments, so it is recommended that you limit the size of the attached files as much as you can. This can be done in several ways, depending on the nature of the files. Most files will be significantly smaller if you use compressing software to convert them to zip files.
You can also resize pictures with unnecessarily high resolutions to greatly reduce their file size, and you can compress multiple text files into a single PDF file.
When you send professional emails, consider including a link that contains the information you are about to attach instead of attaching the actual files. Depending on the situation, it could be a link to your resume, a link to the pictures or text files you are about to send or simply a link to the location where you previously uploaded the files.
This could make it easier and safer for the recipient to access the information. Consider sending multiple emails to the same recipient if you want to send them many different files that have no relation to each other. This way, you can avoid any confusion by using each email's subject line and body to describe the respective attached file, and it will be easier for the recipient to find what they need at a later date.
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