Topics

Emailing Files

Emailing database files.

  • Before emailing database files, close the database.
  • Open your email program - such as Outlook or AOL. Write an email message to the person you are sending the file to (such as "Hi, here are the files") and then click the button or icon to INSERT or ATTACH the file or files. Select the files and then send the email.
  • Before emailing files to a co-worker, it is a good idea to send a separate email saying that you are going to send the files and ask them to let you know if they don't arrive. Some schools and organizations have size limits on email attachments and therefore the files you send could be suppressed by your email program.

Receiving database files via email.

  • Most email programs have a Download button that you can click to download files that are attached to an email.
  • You'll be prompted for a location for the download ... you can specify your Desktop as a temporary location or your Download folder or you can download directly into the folder where you'll ultimately want to keep the files.
  • Optional: You can rename a file before you download it. For example, you could rename the file TechPrepCopy.mdb to MillValleyTechPrepCopy.mdb.
  • If the files were zipped, you need to unzip the file.

Anything to be cautious of?

  • The risks of emailing database files are similar to the risks of exchanging data via disk or CD. Make sure you have a system for naming the files you receive and for storing different files in different folders, so that you don't accidentally overwrite files that have your data or confuse one file for another.
  • In Microsoft Access, your data is kept in an *.mdb file, such as TechPrepTables.mdb or CTESurvey.mdb.
  • In the FileMaker Pro Runtime School to Career Database, your data is kept in several related files, such as Activity.skl, AllPlans.skl, Contacts.skl, Employer.skl, STW.skl, Schools.skl, etc.
  • If a co-worker sends you database files that you want to merge with your own files, download these files into a separate folder (and give the files a different name if possible) and then import the data into your database.
  • Anyone who uses email (or exchanges files via disk) should have an up-to-date copy of an anti-virus software and should be cautious of downloading unknown files. Do not download unexpected attachments even if they appear to come from someone you know.