Email is great for notes to each other. But it was not intended for formatted documents; additionally, some files, like pictures, graphs, spreadsheets, diagrams, etc. present special challenges.
Although we will use WebTycho as our primary meeting place and exchange arena, we will use email attachments as a secondary / supplemental means of exchanging information and comments. So if you are not comfortable with this method, practice sending and receiving email attachments during the first week of class. (Note that these instructions are similar to those for submitting attachments to WebTycho Assignment and Study Group areas.)
Never assume that the recipient of an email attachment can read your email attachment unless your correspondent has confirmed previously that he or she can do so. The fact that you can read an attachment they send you, or they can read an attachment sent from someone else, is insufficient evidence to confirm that they can read an attachment you send. So, when in doubt, . . . practice first.
Start with text (simple .doc without embedded graphics or spreadsheets) and then progress to graphics, web browser files, powerpoint, and spreadsheets. Use individual, single type files first. Later test embedded graphics and spreadsheets.
Eventually, you must be able to send and receive text, graphics, web browser, powerpoint, spreadsheet, and database attachments to each class member. If we all share a common program (MS Office 97-2004), that will be much easier. If not, it will be harder.
USE AN ANTI-VIRUS PROGRAM ON ALL FILES SENT TO OTHERS IN THIS CLASS OR POSTED ON WEBTYCHO. NO EXCEPTIONS.
The optimum solution is that each of us has (or has access to) Microsoft Office 97-2004. (Please let me know if you do not have or have access to this program.) This program suite makes exchanging a wide variety of documents (narratives, diagrams, pictures, data) via email and commenting on the work of others extremely easy. If you do not have MS Office 97-2000, save your work in MS Word, Excel, Access, or Powerpoint file format prior to attaching the transformed file to an email message.
As for transmission, use WinZip or a similar program to "archive" or compress any large, embedded, or linked file. Place the files you wish to send inside a separate folder and archive the entire folder as a unit. This places a wrapper around the files and retains any internal linkages that are often broken if you send each file separately. This is expecially important for .html /.htm files (web browser files) and embedded files that have been integrated using various techiques in the Office suite of programs.
To make this process more efficient, create a group address that includes all class members or your small group members. You can then make a copy of that address group each week or two as your small group changes, delete the names not in your group and have a small group address. (The advantage to you is of course that the attachment is only transmitted once to your service provider for each group address.)
Include your initials at the start of the file name of every attachment you send. Use the following format:-
Mary Brown sends a chart as a gif. File name:- < mb_chrt1.gif >
Tim Lyons sends a second journal installment as a Word document. File name:- < tl_jrnl2.doc >.
If you are submitting an assignment, include the assignment designator in the email subject line. For example:
Subject : tmgt411-xx.001 Attachment Test ['xx' is to be replaced by your initials.]
or
Subject : mgmt391-xx.001 Attachment Test ['xx' is to be replaced by your initials.]
Then in the body of your email, tell me:-
The file title and size,
The program name and version number you used to create the message if not MS Office 97-2000,
The file format of the attachment if not from MS Office 97-2000,
If the file is compressed, what compression utility was used, and,
Your transmission encoding method (see below)
Please follow this procedure EVERY TIME YOU SEND AN ATTACHMENT in this course. (You can create an email template and save it. Then copy it and update it to match the next message you send - then attach the new file.)
Modern emailers often set the encoding method without the sender's knowledge. That is fine until you encounter problems either sending or receiving emails. If you do have problems, check for settings, preferences or options that for transmission. If available, set your computer to use UUEncode and UUDEcode for attachments (the UNIX and email standard) as I find that the most reliable. If you reception difficulties, you may need to download freeware or shareware translation software to convert these files (it is normally an integral part of your system or communications package). [Some of you will know that binary encoding is required when sending binary files.]If you are on CompuServe or AOL, use the latest versions of your access / email software.
Mis-transmitted files can be very large - over one Meg at times. So I have my emailer set to refuse initial download of any file over 60K. If I know the file size and it approximates the size of the file left to download, then I can retrieve it knowing that it is probably not corrupted.
For the novice, transmit one Attachment per e-mail please. You may relax this constraint once we have the channel working well.
Make sure you keep track of your method. Write it down in a special place -- and then remember where that place is.
[You can create a dummy outgoing email message explaining the procedure; instead of transmitting the message, transfer it to your Hold file or a Reference file in your emailer library. Make sure the subject is clear so you can refer to it when the need arises.]
Finally, email the message and attachment to me. [Make sure the attachment is the one that you saved to send to me.] I will check my reception and once I confirm that I received a formatted attachment, you can use this method for sending assignments to me. This will allow you to include tables and graphics just as you would with hard copy assignments submitted in a classroom.
Save your files in the formats below, in order of preference. If you do not know how to do this, email me. Remember, any linked files, even in the formats below, must be placed in a folder and zipped prior to tranmission:
1) RTF < Rich Text Format > (.rtf - smaller files that keep internal formatting but loose links to other MS Office programs.)
2) MS Word 97-2004 (.doc - I can make comments in these files and return them to you.)
3) Portable Document Format (.pdf - can be read across platforms and systems using Adobe Acrobat Reader. Typically small files as well.)
4) Netscape or Internet Explorer (.html or .htm) (use only if you then zip these files).
[Formats below are less useful as fewer students will have the software to open the formatted document successfully; moreover their functionality is not as rich.)
If you use MS Works, save your files in one of the above formats, please.
To new correspondents with whom you will be exchanging graphics, always send a small test graphics file first and be prepared to retransmit. Graphics must normally be sent in .gif or .jpg format (these are inherently compressed files). DO NOT SENT .bmp, .pic, .pict or similar file types unzipped as an attachment. These need to be sent as Binary files and the gremlins often do not let them through email unscathed. Unless I confirm that I am receiving your graphics files satisfactorily on my end, please allow one day AFTER you have alerted me before you transmit your real graphics file. Again, be prepared to retransmit. Use the default transmission protocol in your email program; if you encounter problems, try, first, UUEncode, then Binary, then MIME.
Embedded graphics may be included in MS Office 97-2004 files.
Send graphics and diagrams as .gif or .jpg files. You may also use PDF format. See also Sharing Diagrams.
You can generally attach Zipped graphic files to emails.
Excel spreadsheet files and associated chart files can be sent in Office 97-2004 format.
Non-Excel spreadsheet files need to be saved in DIF or tab-delimited text format. In truth we will have to experiment to get it right so that we minimize the errors and time involved while retaining the information.
File suffixes / types for formatted text files that you should try in order of preference:-
1. .rtf 4. .txt 7. .w51 2. .doc 5. .wp5 8. .html 3. 6. .wp 9. .pm4
File suffixes / types that you should try when sending graphics / diagrams in order of preference:-
1.
.gif 3. .ppt 2.
.jpg
Powerpoint (.ppt) files provide another way for you to present a mixed graphic and narrative report; so create and send a .ppt file.
File suffixes / types that you should try when sending spreadsheet files or charts (e.g., Excel) in order of preference:-
1. .xl 4. .wk1 7. .sylk 2. .xls 5. .wks 8. .html 3. .xlc 6. .syk 9.
Non-Excel spreadsheet files may be sent as .dif or Tab-delimited text files.
Once the file is in an acceptable format, follow the instructions above on the transmittal message making necessary adjustments to allow for file difference.
If at first you do not succeed, have patience, tell me exactly what you are doing, step by step, and when we agree, try again. You will be able to do it in the end.
I want to share the experiences of a colleague who was trying to help us with PDF files that would not open up in Adobe Acrobat Reader even though we knew they were the correct file type: