17.5 Attaching Files

Use Attach File to send one or more files to other users. The recipients can open the attached file, save it, view it, or print it. If you change the attached file after you send it, the recipients do not see the changes.

If you attach a file that has a name longer than 255 characters (including the full path to the file), an error is displayed and you are unable to send the message.

If you attach a file that is password-protected, the recipient cannot open or view the attachment without entering the password.

For information about attaching documents that are in a GroupWise Library, see Attaching a Document Reference to an Item.

17.5.1 Attaching a File to an Item

To attach a file to an item:

  1. Open a new item.

  2. Fill in the To, Subject, and Message fields.

  3. Click the attachment icon on the toolbar, and then browse to and select the file or files you want to send.

    To attach more than one file in a folder, Ctrl+click each file you want to attach. The Attach File dialog box defaults to the previous location you used to attach a file.

  4. Click OK.

  5. Click Send on the toolbar.

HINT:You can also attach a file or an item by dragging the file or item into the attachment window. In addition, you can right-click a file in Windows, and then click Send To > GroupWise Recipient. A new item is created with the attachment in the attachment window.

To remove an attachment before you send the item:

Right-click the attachment, and then click Delete.

If you delete an attached file, it is not erased from its original location; it is simply removed from the attachment list.

Moving or deleting the original file does not affect the file that you attached to an item.

17.5.2 Attaching a Document Reference to an Item

If the file you want to attach is a document stored in the GroupWise Library, you can attach a document reference. When a recipient opens the attachment, the document in the library opens if the recipient has rights to open or view the document and if the library is available.

If any recipients do not have sufficient document rights, if they are not using an email product that supports the GroupWise Library, or if the library is unavailable, only a copy of the document opens. If the recipient edits the copy, the changes do not affect the actual document in the library. For more information about document rights, see Document Management.

To attach a document reference to an item:

  1. Open a new item.

  2. Fill in the To, Subject, and Message fields.

  3. Click Add Attachment at the bottom of the compose window, and then click Document Reference in the Attach File window.

    The Select Document dialog box displays.

  4. In the Library drop-down list, click the library that contains the document you want to attach.

  5. In the Document # field, type the document number.

    If you don’t know the number of the document, click Find to locate the document in the library. To attach a document displayed in the Find Results dialog box, click the document, and then click OK.

  6. In the Version drop-down list, click which version you want to attach. If you select Specific Version, type the version number in the Version # field.

  7. Click OK.

  8. Click Send on the toolbar.

17.5.3 Embedding an OLE Object in an Item

To embed an object in an item:

  1. Open and address an item.

  2. Click File > Attachments > Attach Object.

  3. To embed an existing object, click Create from File, type the path and file name, and then click OK. Skip to Step 8.


    To create a new object and embed it, complete Step 4 through Step 8.

  4. Click Create New, and then select a type of object.

  5. Click OK to open the application.

  6. Create the object you want to embed.

  7. Click the application’s File menu, and then click Exit.

    This step might differ, depending on the application.

  8. Complete the item if necessary, and then click Send on the toolbar.

In order for a recipient of an item to view or edit embedded OLE objects, the recipient must be using GroupWise.

If the recipients open the object and edit it, they must save it under a new file name. Otherwise, when they try to close the mail message, they receive an error.

If you have copied an OLE object to the clipboard, you can embed it in an open item by using Paste Special on the Edit menu.