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(Information on this page will be updated regularly.)

Here you will find the answer to the questions most frequently asked of the Director of Instructional Technology. Click on the question that interests you to see the answer.

To submit a question click here. You will receive an answer by e-mail, and it may be posted in this location.

How do I use this page?

How can I be sure someone can open the attachment I am sending to them?

How can I send the same e-mail message to more than one person?

What computer/network facilities exist in the dorms?

I have discovered that I can send an e-mail message as text or HTML. What is the difference, and which should I use?

How do I use this page? - Click on the question that interests you. The page will jump to the section that contains the answer. When you are finished click "Back to questions" to return to the questions. You may also scroll through the pages and browse.

How can I be sure someone can open the attachment I am sending to them? - Let's deal with this question in sections.

Text Files
When sending a text file there are 2 important considerations - the makers of the word processing programs used by sender and the recipient (i.e. Microsoft) and the version of those programs. Most of the word processing programs in use today can open files created in programs by other makers (i.e. AppleWorks). They can also save files in formats that are readable by those other programs. One must know if the recipient's word processing program can read files produced by one's own program. If not, save the file as a type that is native to the recipient's program. To do this, use the Save As command. In the window you will be able to select from a variety of file types. For example if I create a document in AppleWorks but the recipient uses Office I would use the Save As menu and select an Office compatible file type.

The second consideration is the version of both the creating and receiving programs. Frequently files produced by newer versions cannot be opened by earlier version. This is true even if the versions are by the same company. Programs are developed with "backward compatibility" (can open earlier versions) but not "forward compatibility" (that would require a crystal ball).

The best solution is to check with the recipient. Ask which program and which version they have. Save your file to that type and version.

In cases of total incompatibility there is another solution. The document can be saved as a simple text or rich text file. All word processing programs recognize these files. There is a drawback, any formatting (i.e. tabs, columns, etc.) will be lost. The content, however, will be there.

Other Files
Graphic, audio, and movie files almost always have the file name (extension) attached. The recipient must have a program that will open a file with that extension. Two of the most common graphic file types are .jpeg or .jpg (pronounced jay-peg) and .gif (usually pronounced with a hard "g" as in "gift" without the "t"). These files are especially popular in Web documents. Two common audio files types are .wav (pronounced "wave") and .AIFF. Movie files frequently have the .mov (QuickTime) or .avi (RealPlayer) extension. It is possible to play audio files and display graphic images in QuickTime and RealPlayer as well. So, be sure that the recipient has a program that will open the file type indicated by the extension.

How can I send the same e-mail message to more than one person? - There are actually several ways to send an e-mail message to several people.

1) Include the name and address of each recipient in the To box of the message. You may type each name and address, or you may select them from the address book. In both cases you will need to press Return/Enter after each name. Most current e-mail programs offer a short-cut. Open the Address Book, click New List (Netscape) or New Group (Outlook Express), give the List/Group a name. Then drag names form the main window into the List/Group window. Now you can send an e-mail message to all those persons simply by putting the List/Group name in the To box.

2) You may send a message to one person with "carbon copies" to others. To do this follow the steps above except put all but one name in the Cc box. Both Netscape and Outlook Express allows you to do this in pop-up boxes. You may send the message to yourself with a List/Group in the Cc box.

Note: 1 and 2 give virtually the same results. The message goes to multiple recipients with the names and addresses appearing at the top of each message.

3) Third method is to send the message to one person the send a "blind carbon copy" to the others. The process is the same as in no. 2 except the names are put on the Bcc line rather than the Cc line. In this case the Bcc recipients see only the name and address on the To line and not those on the Bcc line.

I have discovered that I can send an e-mail message as text or HTML. What is the difference, and which should I use? - A message in the text format sends alphanumeric charters only. It is a "text only" document. HTML messages are virtually Web pages sent via e-mail. Graphics, sound, and movie files can be included in them. You have probably seen an HTML message advertising the benefits of Netscape when you opened you Messenger, especially the first time. As a general rule, send e-mail messages as "text" unless you wish to include other types of material.