Email communication, particularly within organizations utilizing Microsoft Exchange Server, relies heavily on the seamless exchange of attached files; however, users frequently report the frustrating issue where they can’t see attachments in Outlook. This inability to view documents, images, or other critical files often stems from several potential causes, ranging from issues with Outlook Add-ins interfering with functionality to overly aggressive Antivirus Software blocking perceived threats. The implications of this problem extend beyond mere inconvenience, potentially impacting productivity and the ability to meet deadlines, particularly when collaborating with external parties or internal teams through services like Microsoft 365.
Decoding Email Attachment Mysteries in Outlook
Welcome! In today’s digital landscape, Microsoft Outlook stands as a cornerstone of professional communication. It’s the central hub for managing emails, calendars, and contacts for millions worldwide. However, a common source of frustration for Outlook users lies in the often-enigmatic world of email attachments.
Outlook: A Communication Powerhouse
Microsoft Outlook, from its humble beginnings, has evolved into a sophisticated platform. It is designed to streamline communication and enhance productivity. Its versatility and integration with other Microsoft services make it an indispensable tool for businesses of all sizes.
The Vital Role of Attachments
Email attachments have become integral to how we share information. They allow us to send documents, images, spreadsheets, and various other files seamlessly.
From business proposals to family photos, attachments enrich our digital interactions. They are a crucial component of modern communication.
Unveiling Attachment Challenges
Despite their importance, email attachments often present a myriad of challenges. Users frequently encounter issues such as:
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File size restrictions, which can prevent large files from being sent or received.
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File format incompatibilities, leading to difficulties in opening and viewing attachments.
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Security concerns, with the risk of malware or viruses embedded in attachments.
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Attachment blocking, by email providers or security software.
These challenges can disrupt workflows, cause delays, and lead to significant frustration.
Understanding for Smooth Communication
Navigating the complexities of email attachments requires a solid understanding of the underlying issues. By unraveling the mysteries surrounding these challenges, users can optimize their Outlook experience.
This will lead to more efficient and secure communication practices. The goal is to provide insights and practical solutions to help you master Outlook attachments. Ultimately, this ensures seamless and productive communication.
Understanding Email Attachment Fundamentals
Following the initial introduction to the challenges of email attachments, it’s vital to ground ourselves in the basics: what are email attachments, and why should we care about their formats?
Simply put, an email attachment is a computer file sent along with an email message. These files can take myriad forms, from documents and spreadsheets to compressed archives and image files.
Delving into Diverse File Formats
The world of email attachments is populated by a diverse range of file formats, each serving a unique purpose. Recognizing these formats is the first step in effectively managing your Outlook attachments:
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Documents: PDF (.pdf) is a ubiquitous format for sharing documents while preserving formatting. DOCX (.docx) is the native format for Microsoft Word documents.
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Spreadsheets: XLSX (.xlsx) files are the standard for Microsoft Excel spreadsheets, used for organizing and analyzing data.
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Archives: ZIP (.zip) files compress one or more files together, reducing their size for easier transfer.
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Images: JPG (.jpg) and PNG (.png) are common image formats, each with its own strengths in terms of compression and image quality.
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Executable Files: These can pose a significant security risk, so be extremely cautious.
This is not an exhaustive list, but it represents some of the most commonly encountered formats. Each format is opened or interacted with differently, depending on its unique specifications.
The Critical Importance of Format Awareness
Understanding file formats isn’t just about knowing the extensions; it’s about ensuring seamless access and safe handling of information. Attempting to open a file with an incompatible program will likely result in an error message or, worse, could expose your system to security vulnerabilities.
Different file formats require specific software or applications to be opened correctly. For example, you need Adobe Acrobat Reader or a similar PDF viewer to access PDF files.
Similarly, opening a DOCX file requires Microsoft Word or a compatible word processor like Google Docs or OpenOffice Writer.
Without the appropriate software, you simply cannot access the content.
Furthermore, being aware of file formats plays a crucial role in protecting your system against malware. Certain file types, like executable files (.exe), are more prone to carrying viruses. Always exercise caution when opening attachments from unknown or untrusted sources.
Knowing the file extension allows you to assess the potential risk and take appropriate precautions.
The Microsoft Ecosystem: Exchange Server and Microsoft 365’s Role
Having established a foundational understanding of email attachments, we now turn our attention to the infrastructural backbone that enables their seamless transit: the Microsoft ecosystem. Understanding the roles of Exchange Server and Microsoft 365 is critical to deciphering attachment behavior within Outlook.
Exchange Server: The Core of Email Management
Microsoft Exchange Server serves as the bedrock for email communication in many organizations. It’s the centralized hub responsible for managing email accounts, calendars, contacts, and, crucially, attachment storage.
Exchange Server dictates how emails and their attachments are stored, accessed, and routed within an organization. Its configuration directly impacts aspects like attachment size limits and security policies.
When troubleshooting attachment issues, understanding your organization’s Exchange Server setup is paramount. Are there size restrictions enforced at the server level? Are certain file types blocked for security reasons? These server-side configurations are often the root cause of perceived "Outlook" problems.
Microsoft 365: A Cloud-Centric Evolution
Microsoft 365 represents a significant evolution of the Exchange Server model. It shifts the email infrastructure to the cloud, offering a subscription-based service that includes not only email but also a suite of productivity applications.
With Microsoft 365, Exchange Server is often managed by Microsoft, alleviating the burden on in-house IT departments. However, this doesn’t negate the importance of understanding its role.
Impact on Attachment Handling
Microsoft 365 subscriptions introduce new dimensions to attachment handling. Cloud storage integration, like OneDrive and SharePoint, becomes more prominent.
Users can share attachments as links to files stored in the cloud, rather than sending the actual file itself. This approach offers several advantages:
- Reduces email size.
- Facilitates collaboration.
- Enhances version control.
However, it also introduces potential complications. Permissions management on the cloud storage service becomes crucial. If a recipient lacks the necessary permissions, they won’t be able to access the attachment, even if the email itself arrives without issue.
Attachment Limits and Security in the Cloud
Microsoft 365 subscriptions come with defined storage limits. Exceeding these limits can impact your ability to send or receive emails with attachments.
Furthermore, Microsoft implements robust security measures within its cloud infrastructure. These measures can include:
- Advanced threat protection.
- Malware scanning.
- Data loss prevention (DLP) policies.
While these features enhance security, they can also inadvertently block legitimate attachments if they trigger a false positive. Understanding these security protocols and how they are configured within your Microsoft 365 environment is vital for resolving attachment-related issues.
In conclusion, the Microsoft ecosystem, encompassing both Exchange Server and Microsoft 365, exerts a profound influence on how Outlook handles attachments. By understanding the roles and configurations of these services, users and IT professionals can more effectively troubleshoot and resolve attachment-related problems, ensuring seamless and secure communication.
Operating System Impact: Windows vs. macOS
Having established a foundational understanding of email attachments, we now turn our attention to the infrastructural backbone that enables their seamless transit: the Microsoft ecosystem. Understanding the roles of Exchange Server and Microsoft 365 is critical to deciphering attachment handling nuances, but it’s equally important to consider the operating system’s influence. The OS acts as the immediate environment within which Outlook and its attachments operate, mediating the interaction between the application and the hardware.
The way Windows and macOS handle file associations, security protocols, and even display preferences can significantly impact a user’s ability to access and manage attachments effectively. This section will explore these OS-specific nuances.
The Operating System as an Intermediary
The operating system serves as a crucial intermediary between Microsoft Outlook and the underlying hardware. It is the OS that dictates how files are handled, displayed, and secured.
Whether you’re using Windows or macOS, the OS governs file system access, application permissions, and the rendering of visual elements. This interaction inevitably influences how attachments are opened, saved, and even perceived by the user.
Windows-Specific Considerations
Windows, being the dominant desktop OS in corporate environments, has its own set of unique characteristics that impact Outlook attachment handling.
File Associations and the Registry
Windows relies heavily on the Registry to manage file associations. If the Registry becomes corrupted or if a file type is incorrectly associated with a program, you might be unable to open an attachment even if the appropriate application is installed.
Troubleshooting this issue often involves manually editing the Registry (with caution) or using specialized software to repair file associations.
Security Protocols and Attachment Execution
Windows implements a variety of security protocols to protect against malicious attachments. The "Mark of the Web" (MOTW) is one such security feature. It flags files downloaded from the internet.
These attachments may be subject to increased scrutiny or even blocked from execution.
Windows Defender SmartScreen is another component that actively scans downloaded files and warns users about potential threats. While these security measures enhance protection, they can also inadvertently block legitimate attachments.
macOS-Specific Considerations
macOS offers a distinct user experience and a different approach to security and file management, which naturally impacts Outlook attachments.
File Associations and Launch Services
macOS uses Launch Services, a centralized system, to manage file associations. While generally robust, Launch Services can sometimes become confused, leading to issues when attempting to open attachments.
Rebuilding the Launch Services database is a common troubleshooting step.
Gatekeeper and Attachment Security
macOS implements Gatekeeper, a security feature that restricts the execution of applications and files downloaded from the internet. Gatekeeper can prevent users from opening attachments that are not signed by a recognized developer or that have not been explicitly allowed in System Preferences.
This is designed to protect against malware, but it can sometimes hinder legitimate use.
Preview and Quick Look
macOS includes Preview and Quick Look, which allow users to view the contents of many file types without opening them in a separate application.
While convenient, these features might not fully render complex attachments or display them accurately. Relying solely on Preview or Quick Look could lead to misinterpretations of the attachment’s actual content.
Cross-Platform Compatibility and Challenges
Regardless of the OS, ensure that your Outlook installation is compatible with the OS version. Updates and service packs often address compatibility issues.
While both Windows and macOS can handle common attachment types, differences in how they render fonts, images, and formatting can lead to visual discrepancies.
For critical documents, it’s always advisable to confirm the content on the recipient’s end to ensure accurate interpretation.
In conclusion, the operating system exerts a significant influence on how Microsoft Outlook handles attachments. By understanding the OS-specific nuances of Windows and macOS, users can more effectively troubleshoot attachment-related issues and optimize their overall Outlook experience. Addressing these OS-specific elements is a crucial step towards seamless email communication.
Security Software as a Culprit: Antivirus and Email Security Add-ins
Following the exploration of operating system impacts, it’s critical to examine the role security software plays in the often-frustrating world of email attachments. While intended to protect users from malware and phishing attempts, antivirus programs and email security add-ins can inadvertently obstruct legitimate email workflows, leading to significant user dissatisfaction.
The Double-Edged Sword of Antivirus Protection
Antivirus software, such as Norton, McAfee, and Windows Defender, are essential components of any modern computer system. They function by scanning files for malicious code, preventing potentially harmful programs from executing.
However, this proactive scanning can extend to email attachments, particularly those with executable file extensions or those flagged as suspicious. This interference can manifest in several ways: attachments being quarantined, blocked entirely, or modified in a way that renders them unusable.
The frustration stems from the lack of transparency and control users often have over these processes. An important attachment, containing vital information, can be silently blocked, leaving the user unaware of the issue or the reason behind it.
Email Security Add-ins: An Extra Layer of Complexity
Email security add-ins, often integrated directly into Outlook, provide an additional layer of scrutiny to incoming emails. These add-ins frequently employ heuristic analysis, looking for patterns and characteristics associated with spam or phishing emails.
While beneficial in filtering out unwanted and malicious content, these add-ins can sometimes be overly aggressive, incorrectly identifying legitimate attachments as threats.
This "false positive" phenomenon can be particularly problematic in business environments where timely access to information is crucial. Delays in accessing attachments can disrupt workflows and lead to missed deadlines.
Understanding the Scanning Process and Its Implications
At its core, the problem lies in the way these security tools operate. They scan attachments by examining their content, file type, and origin, comparing them against known malware signatures and suspicious patterns.
If a file triggers any of these red flags, the software may take preventative action, ranging from blocking the attachment to alerting the user. While security is paramount, the process isn’t always perfect.
Heuristic analysis, while effective in detecting novel threats, can sometimes misinterpret benign files, leading to unnecessary interventions. The key is to strike a balance between robust security and minimal disruption to the user experience.
Strategies for Mitigation: Whitelisting and Configuration
So, what can be done to mitigate these issues? One effective approach is whitelisting. This involves adding specific senders, domains, or file types to a list of trusted sources, instructing the security software to bypass scanning for those items.
Whitelisting should be approached with caution, however, only adding trusted sources to avoid compromising security.
Another important step is to carefully configure the security software’s settings. Most antivirus programs and email security add-ins offer customizable settings that allow users to fine-tune the level of protection and control how attachments are handled.
By adjusting these settings, users can reduce the likelihood of false positives while still maintaining a strong security posture.
It’s also wise to regularly update your antivirus software and email security add-ins. Updates contain the latest threat definitions and algorithm improvements, reducing the risk of misidentifying safe attachments.
Troubleshooting Attachment Access: A Deep Dive into Common Issues
Following the exploration of operating system impacts, it’s critical to examine the role security software plays in the often-frustrating world of email attachments. While intended to protect users from malware and phishing attempts, antivirus programs and email security add-ins can inadvertently block legitimate attachments, requiring a comprehensive troubleshooting approach. Here, we delve into the most prevalent factors influencing attachment access and provide actionable solutions.
File Size Limits: Navigating the Megabyte Maze
One of the most common hurdles users face is attachment size limitations. Email servers, including Exchange and Microsoft 365, impose restrictions to prevent server overload and ensure efficient email delivery.
These limits, often around 10-25 MB, can be particularly restrictive when dealing with high-resolution images, videos, or large documents.
Solutions:
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Compress Files: Utilize compression tools like ZIP to reduce file sizes.
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Cloud Storage: Upload large files to cloud storage services (OneDrive, SharePoint, Google Drive) and share a download link via email.
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File Sharing Services: Employ dedicated file-sharing platforms that are designed for transferring large files.
Understanding and adapting to these limits is crucial for successful attachment delivery.
Attachment Blocking: Security Measures Gone Awry
Security protocols are designed to safeguard against malicious content.
However, these protections can sometimes misidentify safe attachments as threats. Outlook, along with Exchange Server, often blocks file types deemed potentially dangerous, such as executable files (.exe), script files (.vbs), and certain archive formats.
Solutions:
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Understand Blocked File Types: Familiarize yourself with the list of file extensions blocked by your organization’s email policy.
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Request Exceptions (If Possible): If a legitimate attachment is being blocked, contact your IT department to request a temporary exception. This may not always be possible due to security concerns.
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Alternative Delivery Methods: Use cloud storage or file sharing services to send blocked file types. Clearly communicate with the recipient about the file type and its intended use.
Remember, security policies are in place for a reason, and circumventing them should only be done with careful consideration and, ideally, with IT department approval.
Trust Center: Fine-Tuning Attachment Security
The Trust Center in Outlook serves as the central hub for security and privacy settings.
This includes attachment handling configurations. Incorrect or overly restrictive settings within the Trust Center can prevent users from opening or even viewing attachments.
Solutions:
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Access Trust Center Settings: Navigate to File > Options > Trust Center > Trust Center Settings.
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Attachment Handling: Review the "Attachment Handling" section.
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Disable Attachment Preview (Temporarily): While not ideal, temporarily disabling attachment preview can sometimes resolve issues.
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Adjust Programmatic Access Settings: Explore programmatic access settings, but proceed with caution, as incorrect changes can compromise security.
Always exercise caution when modifying Trust Center settings, and consult with your IT department if unsure.
Add-ins: The Double-Edged Sword of Functionality
Outlook add-ins extend the functionality of the email client.
However, some add-ins can interfere with attachment handling, leading to unexpected errors or blocking access altogether.
Solutions:
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Disable Add-ins: Temporarily disable add-ins to see if the issue resolves. Go to File > Options > Add-ins > Manage COM Add-ins > Go.
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Identify Problematic Add-ins: Re-enable add-ins one by one to pinpoint the culprit.
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Update Add-ins: Ensure add-ins are up to date, as outdated versions may contain bugs.
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Remove Incompatible Add-ins: If an add-in consistently causes problems, consider removing it.
Add-ins are often essential for productivity, but it’s crucial to manage them effectively to prevent attachment-related issues.
Corruption: The Silent Killer of Attachments
File corruption is a common, yet often overlooked, cause of attachment access problems.
Corruption can occur during file creation, transmission, or storage, rendering the attachment unreadable.
Solutions:
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Request Resend: Ask the sender to resend the attachment, ensuring the file is properly transmitted.
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Check for Disk Errors: Scan your hard drive for errors that may be contributing to file corruption.
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Use File Repair Tools: Try using file repair tools specific to the file type (e.g., for corrupt ZIP files).
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Antivirus Scan: Scan the attachment with an updated antivirus program to rule out malware.
Preventing file corruption is ideal, but when it happens, a systematic approach can help salvage valuable data.
Permissions: Gaining Access to Protected Files
Sometimes, users lack the necessary permissions to access attachments, particularly those stored on shared drives or cloud storage platforms. This is especially common in corporate environments where access is strictly controlled.
Solutions:
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Verify Permissions: Confirm that you have the appropriate permissions to access the file on the shared drive or cloud storage location.
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Request Access: If you lack permissions, request access from the file owner or system administrator.
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Check Sharing Settings: Ensure that the file or folder has been properly shared with you or a group you belong to.
Understanding and managing permissions is essential for seamless collaboration and data access.
Network Connectivity: Staying Connected for Downloads
A stable and reliable network connection is paramount for downloading attachments.
Intermittent connectivity or slow network speeds can interrupt the download process, resulting in incomplete or corrupted files.
Solutions:
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Check Network Connection: Verify that you have a stable internet connection.
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Restart Router/Modem: Restart your router and modem to refresh your network connection.
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Move Closer to Router: If using Wi-Fi, move closer to the router to improve signal strength.
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Use Wired Connection: If possible, use a wired Ethernet connection for a more reliable connection.
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Avoid Peak Hours: Try downloading attachments during off-peak hours when network traffic is lighter.
While often overlooked, network connectivity is a critical factor in successful attachment access.
Firewall: Bypassing Security Gateways
Firewalls, both software and hardware, protect networks from unauthorized access.
However, they can also sometimes block legitimate email traffic, including attachments.
Solutions:
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Check Firewall Settings: Review your firewall settings to ensure that Outlook and email traffic are not being blocked.
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Add Exceptions: Add exceptions for Outlook and email servers to allow attachments to pass through the firewall.
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Contact IT Department: If you are unsure how to configure your firewall, contact your IT department for assistance.
Proper firewall configuration is essential for both security and email functionality.
Navigating the Support Ecosystem: Microsoft, IT Departments, and IT Professionals
Troubleshooting attachment issues in Microsoft Outlook can sometimes feel like navigating a complex maze. Users often find themselves caught between the software itself, corporate policies, and the ever-present need for seamless communication. Understanding the different levels of support available, and the roles played by Microsoft, IT departments, and individual IT professionals, is crucial for efficient problem resolution.
Microsoft’s Role: The Foundation of Support
Microsoft, as the developer and provider of Outlook, forms the foundation of the support ecosystem. The company offers extensive online resources, including a comprehensive knowledge base, troubleshooting guides, and community forums. These resources are a good starting point for basic issues.
However, direct personalized support from Microsoft is typically limited to users with specific Microsoft 365 subscriptions that include support services. For many individual users or smaller businesses, self-service resources or engaging with the community forums are the primary avenues for assistance.
IT Departments: Gatekeepers and Problem Solvers
In corporate environments, IT departments play a vital role in managing Outlook settings and security policies. They act as gatekeepers, implementing configurations that align with organizational security protocols and compliance requirements.
This often involves setting attachment size limits, blocking certain file types, and configuring security settings within Outlook’s Trust Center. IT departments are also responsible for maintaining the Exchange Server infrastructure, which directly impacts email and attachment handling.
When users encounter attachment issues, the IT department is often the first point of contact. They possess the knowledge of the organization’s specific configurations and can diagnose whether the problem stems from a global policy or a localized user issue.
The IT Professional: Frontline Troubleshooting
IT support professionals are the frontline soldiers in the battle against technical difficulties. They are equipped to handle a wide range of Outlook-related problems, from simple configuration adjustments to complex troubleshooting scenarios.
Their expertise encompasses not only the software itself but also the underlying network infrastructure, operating system, and security software that can affect attachment handling. They can provide personalized assistance, walking users through troubleshooting steps, diagnosing root causes, and implementing effective solutions.
IT professionals also act as a crucial link between end-users and the IT department, escalating complex issues that require higher-level expertise or policy adjustments.
The End User: Empowerment Through Knowledge
Ultimately, the focus must be on the end-user experience. Empowering users with a basic understanding of Outlook’s functionality and the common causes of attachment issues is essential. This includes educating users about file size limits, blocked file types, and the importance of keeping their software up to date.
By providing clear, user-friendly documentation and training, organizations can reduce the number of support requests and empower users to resolve simple issues independently. This not only improves user satisfaction but also frees up IT resources for more complex tasks.
In conclusion, successfully navigating the support ecosystem requires a collaborative approach. Microsoft provides the foundation, IT departments establish the framework, IT professionals deliver personalized support, and empowered end-users contribute to a smoother, more efficient communication experience.
So, there you have it! Hopefully, one of these quick fixes got you back on track and you can see attachments in Outlook again. If you’re still struggling, don’t hesitate to reach out to Microsoft support or your IT department for more personalized assistance. Good luck getting those attachments opened!