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Attaching
Pictures to E-mail
Even though the Scan Dialog Box
program has an e-mail function, there will be times when
it is necessary to attach images to e-mails the "old
fashioned" way. Usually these steps are necessary
when the e-mail service doesn’t use an SMTP address
(like America Online) or when the Scan Dialog Box is
unable to properly connect through the mail server.
E-mail Basics
Part One -
Scanning the Image and Saving It
Part Two - How to
Attach Files With Several Popular E-mail Services
E-mail Basics:
- Use Low Resolution
–
When scanning images for e-mail, it is best to use the
lowest resolution available on the scanner. This keeps the
file size of the image low and, in most cases, ensures
that the recipient can view the entire image without
scrolling up and down.
- Save Images in the JPEG Format
–
The JPEG (jpg) file format uses compression to further
reduce image file size. Smaller files upload and download
faster than large ones and some e-mail services have size
restrictions for files. Also, the JPEG format is fairly
common and most recipients will be able to view the images
without using special programs.
- Keep Filenames Simple
–
When naming the saved files, keep the names short and easy
to remember. This will make them easier for you find and
for the recipient to understand. Consider how easy BOB.JPG
is to remember compared to
BOBTRYINGTOLOOKFUNNYEVENTHOUGHHEISNOT.JPG.
- Remember Where Files are Saved
–
Choose or create a folder on the hard drive specifically
for images to be e-mailed so that they are easy to find
when you’re prompted to choose the one to attach to
e-mail.
- Save Documents as TIFs or BMPs
–
When scanning a document for e-mail, save it as a BMP or
TIF file. This will make it easier for the recipient to
display and use the document.
- Don’t Blame Yourself
–
If you send an e-mail, and the recipient doesn’t get it,
you may not have done anything wrong. There may have been
trouble in the transfer, or, in some cases, the recipient
is using an e-mail provider that doesn’t allow for
attached files. Try sending it again and if they still
don’t receive the image, suggest that they consult with
their e-mail provider.
Part One –
Scanning the Image and Saving It
These first steps assume that you
have an understanding of the image editing programs that
came with the scanner, iPhoto Plus or Picture Publisher.
For detailed help on using these programs, please consult
the Tutorials
section. If you’re using a program other than those that
came with the scanner, please consult the user’s guide
for the program.
Open one of the image editing
programs that came with your scanner such as iPhoto Plus
or Picture Publisher.
Open the scanner’s TWAIN driver
by clicking File and Acquire.
Click the Prescan button to prescan
the image. When the image appears in the preview window,
adjust the crop frame so that the dotted lines surround
what is going to be scanned.
Choose the scan settings. When
sending images via e-mail, it is important to keep the
file size low so that the images display correctly and
download faster. Use these recommended settings:
- Color
–
For color pictures, set the scan mode to color and the
resolution to the lowest setting available, usually
72-100 dpi. Leave scaling at 100 percent.
- Gray
–
For black and white pictures or images with grayscale,
set the scan mode to gray and the resolution to the
lowest setting available, usually 72-100 dpi. Leave
scaling at 100 percent.
- Line Art
–
For text documents set the scan mode at line art and
the resolution at 300 dpi for clarity. Leave scaling
at 100 percent.
- Press the Scan button to scan the
image. When the scan is complete, close the TWAIN
driver window.
- Click on File and Save As. In the
Save As box, give the image a short and simple
filename. It is usually best to call it something
relevant to the image itself. Choose the type of file
format to save the image as using the following
recommendations:
- Color or Grayscale – Images
in these modes should be saved as JPEG (jpg) files.
JPEGs can use compression and save transfer time by
keeping image file sizes low.
- Line Art – Documents
should be saved as BMPs or TIFs.
- Before clicking Save, make a note
of what drive and directory folder the image is being
saved into. Write it down if necessary. When you use
the attachment function in most e-mail programs, they
prompt you to navigate through our folders and drives
to find the file. This can cause a lot of confusion if
you can’t remember where you put them.
- Once everything is correctly set,
click the Save button and then close the imaging
program. You’re now ready to open your e-mail
program.
Part Two – How
to Attach Files With Several Popular E-mail Services
The following tutorials assume that
you have a basic understanding of your e-mail program and
that it is installed and correctly hooked up to an
Internet service provider or some other network. For
specific instruction regarding a particular e-mail
program, please consult the user’s guide for the
program.
The instructions and screen shots
are taken from the latest versions of the programs
available at the time. In some cases, the location or name
of the icons may change, but the basic steps should remain
the same. If your e-mail program is not included here, the
steps in at least one of these tutorials should come
close. Some e-mail services do not allow files to be
attached, such as basic Juno. If all else fails, consult
your e-mail program user’s guide.
Say hello to Handy the
Friendly Pointer!  Handy
will point out where the File Attachment button is on the
following screen shots. Of course, Handy won’t be on
your screen, but he should give you an idea of where to
find the attachment button.
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