Submitting Indexes As E-Mail Attachments
These days many indexers e-mail their indexes to their clients. Sending documents as e-mail attachments is a basic e-business issue you should be familiar with before you start working with clients as a professional indexer.
There are four main steps to this process:
1. Save your index in RTF format.
2. Compose your e-mail message. Use subject lines that include the course and lesson number. For example, "EDIT3360-C Lesson 5."
3. Attach your index to the message.
4. Send the message.
Gory details are outlined below. For further assistance with saving or attaching files to e-mail messages, please review your software instructions.
Saving indexes in RTF format
In addition to the index style specifications for the lesson, please format your index file following these guidelines. Each indexing software program has slightly different steps for doing this, so you may need to review your manual or online help to find the specific steps for your software:
- Font: Arial
- Font size: 11
- Headers and footers: insert your name, lesson, and page numbers using whatever font and font size you like.
Attaching files to e-mail messages
Be sure to send attachments that are not part of the body of the message, but that are separate attachments. If your file is sent as part of the body of the message, your recipient might not be able to read it. E-mail software programs have different steps for doing this, so you may need to review the online help to find the specific steps for the software you are using.
Don't forget your Student Response Sheet! Be sure to submit all your lessons with a completed Student Response Sheet. When you submit your assignments, please include the Student Response Sheet so that I can mail your lessons to you directly, while I e-mail your grade to headquarters. To download your own copy, click here.
Below is the process for attaching files to e-mail messages. This is for most e-mail software programs:
1. Begin composing a message as usual.
2. Make sure your options for attached files are set to send attachments as separate from the body of messages. NOTE: If you send documents as part of the body of your message, your recipient might not be able to read the attachment. You will need to learn how to send files as separate attachments before working with clients.
3. Click on the "Attach File" button on the toolbar (look for icons reminiscent of paperclips). Navigate through your folders until you find the file you want to attach. Select the file. When successful, you'll see a filename in a field that's part of the Header of the e-mail message (usually called "Attached" or "Attachments").
4. Send the message.
NOTE: Yahoo and some other web-based e-mail services do not allow you to control whether your attachment is sent as part of the body of the message or as a separate attachment. If you use a service that doesn't allow you to control this, or if you cannot get attachments to work for other reasons, find an alternative e-mail service that will allow you to send attachments, ask a friend to submit your indexes for you, or submit your indexes as hard copy through postal mail as you've done with other lessons.
For further assistance with saving or attaching files, please review your software instructions.
When all else fails, feel free to e-mail me, and I'll get back to you as soon as I can. You can also e-mail or call me to make arrangements for a telephone meeting at a more convenient time.
Please note: I will also accept non-index lessons via e-mail if you convert them to PDF files before attaching them to your e-mail.