why can't I read files that were sent as e-mail file attachments ?

It is very common to get a file attached to an e-mail message.   It is also very  common that you are cannot open or read the file that was attached.  But why?

The answer is very simple.   Not all files and all computers use the same language.  While the internet has made file sharing and e-mail  commonplace. The ability to make use of these shared files remains a mystery for many computer users.

E mail can replace your postal service, but you still need to speak the same language

Your e-mail address has almost replaced your actual mailing address or even your fax number.  Its easy.  Its quick and the results are instantaneous. Any and all types of files can be attached to an email message. If it is in your computer (or company network) it can be attached and sent.  Too often we use the following phrases in regular conversation.

• Send me an e-mail.

• Send me the file via e-mail.

Consider a letter I received from a distant cousin. This cousin that I never met lives in France, speaks and writes in French.

Just because the postal service delivered the letter, does not mean I can read it.  I don't speak French, and my cousin does not speak English.

• Yes, the postal service (or the internet) can deliver the mail.

• Yes, I can open the envelope (or e-mail message).

But since I don't speak French, or any other language other than English, reading my cousin's letter is going to be difficult if not impossible. 

Many times our computers have this same language problem.  Files, documents, letters, pictures, even recorded sound clips can easily be sent via e-mail.  However, each of these files may be written in a different language. 

Many computer users mistakenly assume that everyone who has email has the ability to open whatever type of file attachment that is sent. This is simply not true.

Each computer program uses a different format (language) for preparing the file. If your computer does not have the same program, then it does not speak the same language and cannot read the file.  Just because you can receive a mail message does not mean you can open it and understand it.

A few real world computer examples

Example 1: Word Processing

You may be sent a file prepared in Microsoft Word.   Your computer does not have Word. In fact, your computer may not have any of the Microsoft Office family of programs, nor does it have any other word-processing or office suite programs. 

You are not going to be able to read or open this file without help.

Example 2:  Graphic and Picture Files

Your email included a picture of your French cousin.  The picture was prepared using Adobe Photoshop and is a Photoshop file.

You don't own Photoshop and really don't see the benefit of spending $500 or more to buy it.  Besides, your computer does not have the memory capacity to run Photoshop.

Without some tweaking and negotiating with your cousin, this file is basically useless. 

Even more useless is that fact that it is a large file (as many graphic files can be) and is taking up valuable space on your hard drive.    Since you can't see the picture you might as well delete the file.

Example 3:   Financial and Accounting Files

Your accountant has asked you to send him your financial information in order to prepare your tax return. 

You use Microsoft Money to keep track of your finances.  Your accountant uses both Quicken and TurboTax.   Quicken cannot easily read a file from Microsoft Money.

Example # 4:    Multimedia Files 

The popularity of the internet has given us the ability to share  files that contain sound, music, animation, video and even live broadcast of radio or TV.  These multimedia files are usually created with specific file formats designed to be opened and played on the internet.  A common example might be an MP3 music file.  Live broadcasts use special programs to enable your computer to hear and see actual images.  

If you happen to click on to a file or site that needs one of these programs, you will probably be prompted to download the appropriate program or internet plug-in in order to enable your computer to open the file or open the internet site.  

Please read about internet plug-ins for more information.

Example # 5 - Zip or archive files

While surfing the internet, you found a great program to keep track of all your passwords.   You click the "download now" button and a file is miraculously saved on your computer.   But the file is called password.zip and when you click on it to open it your computer responds with some message about not having a program or needing another program in order to use this file.  

What good is downloading this great program if you can't use it?

I hear this comment all too often.

What am I supposed to do if I cannot read the files that are sent to me:

Dos and Don'ts for File Compatibility Problems:

• don't panic

• don't get frustrated

• don't blame your computer, your computer technician or the person that sent you the file

• do try to find out what type of file is being sent by carefully examining the file extension or the information within the e-mail message.  This information will be helpful in determining the file type and what methods can be used to read the file

• do understand that this is problem exists because everyone assumes that everyone else has all the same programs on their computers.  Go back to the foreign language example above.  Just because you receive a letter in French (or any other foreign language) does not mean your computer can read it

• do understand that your computer or software is not defective or "missing something" that should have been installed when you bought it. 

Solutions to the problem

Solution #1:  Understand Generally Accepted File Formats (a universal language for all) 

• Software programs use a specific file format to differentiate one type of file from another.  

• A file format for Word is different than the file format used for Corel WordPerfect.  

• Quicken uses a different format than Microsoft Money.   

• Adobe Photoshop files use a different format than Microsoft PowerPoint.  

As each program has come into use, the software developers have tried to make their own file format the standard to be used by everyone.  File formats become standard when more people and more computers use them regularly. However, their is no governing body or commission that says that all word processing programs must adhere to the Word format.    Microsoft may think that their Word format is THE format of the world because more and more people use Word.   However, there are other formats for word processing programs.  Corel WordPerfect is one of the more common alternate programs.  Microsoft Word is not the only word processing program available.  English is not the only language spoken throughout the world either.

Software developers are smart to include standard routines that allow for easy translation among formats.  Microsoft Word can read most WordPerfect documents because Microsoft included a file translation program within the Word program.  It works well most of the time. 

http://filext.com/extinfo.php and at File Format Listings 

So how can I open a file when it is sent to me?  

Check the features of your software to determine what types of files you can read.  Come to some agreement with the sender as to what file types both of you can use.  

Solution # 2 The sender should save the file in an alternate format or export the file to a different format and then resend the file.  

Using an alternative format.  Most Windows programs recognize these problems with file compatibility.  It's not just an internet e-mail problem. They have already included some features to handle the problem.

Saving the file using the SAVE AS feature may allow you to save the file in an alternate format.  These alternate formats save the file in a lower level language that should allow anyone to read the file. You should be able to open or read a file that was saved in an alternate format.

Check each programs File menu for both a save and save-as option.  The SAVE-AS feature will give you both a file name box and a SAVE AS TYPE pull down box. 

Notice the SAVE As feature under the Save option. Click on this item and you will be presented with additional types of file formats along with a file name:

The save as type listing varies from program to program.  The examples here are from Word.  

Export the file to an alternate format

Check your software for an import/export feature (usually under the file menu).  This may be a little more involved than the simple SAVE AS feature, but the results are the same.  Exporting files should also give you various file formats that can be used.  

You should be able to read or import files that are saved in the various formats listed in the import/export feature.

Solution # 3:  Standard Programs that should be part of your software

Standard file formats only become standard when more and more people use them and they become popular and easy to use.

There are a few programs and utilities that have become reasonably recognized as standards and as such you should probably get them and install them on your computer.

Adobe Acrobat Reader (free)

Adobe Acrobat Reader is a free program distributed by Adobe to read files in the PDF (portable document file format).   PDF files are common on the internet. They include instruction manuals, user manuals and other written documentation many with pictures, graphs and charts.   The IRS allows you to download most tax forms and instructions in PDF format.  These PDF files look exactly like the original tax forms and can printed on most printers.  Its a handy way to finish your taxes if you are missing a form.  Other government agencies also use the PDF format for forms that need to be filed.

Adobe Acrobat Reader is free, easy to use and easy to install.  Check Adobe's web site regularly to obtain the latest version.

WINZIP, PKZIP and STUFFIT are not free programs. However, they are relatively inexpensive and are well worth the investment.  You probably do not need all three programs, either  will do for most systems. Click on any of the links below for more information:

Real Player and Windows Media Player are two programs that can read and play some multimedia files.   Real Player is often installed with Netscape Communicator and Media Player can be downloaded from Microsoft's web site.   There are other components and versions of Real Player but the basic version is free.  Click below to download either Real Player or Windows Media Player.  

Graphic and Picture Files

Solution # 4:  File format conversion and viewer programs

There are a number of software utilities available that can read and convert many file formats that exist today.  Many of these programs allow you to simply view the information but not edit it.  At least that's a start for getting the information that was sent to you.

Check back on this page in the future for a list of file conversion and file viewing software titles.  I'll try to update it as more titles are found and tested.