When you're using E-mail, you often need to upload and send through E-mail a document you've written in Microsoft Word. At the other end of this process, you often need to download a mail message onto a disk so that you can save it and read it in Word format.

The following instructions are in 2 parts:

• Uploading (Sending) and

• Downloading.

SENDING A DOCUMENT TO AN E-MAIL USER VIA "FTP"(the File Transfer Protocol)

There are three basic steps to uploading and sending a WordPerfect document via E-mail:

1. you save the file in a generic format;

2. you transfer it from your disk to your E-mail account;

3. then you import the file into a mail message and send it.

Any time you see a word or letter in bold type and all caps, that means you hit those keys.

Once you have written a file in Microsoft Word and saved it, you save it again (as a copy) as a "text only" file--a generic word processing system that removes all codes (such as underlining, bold, etc.).

1. Get into the file you want to save as a generic text.

2. Pull down on the FILE menu and highlight "SAVE AS"

• Find or create a folder where you'll keep copies of documents that you've uploaded. You'll want to make sure you are working off your floppy disk. Your folder might be called something like "Uploaded Docs" or something else that will be easy to find.

• Click in the box where it says "Save current document as."
  Give the document that you are going to send a short, descriptive name such as MEMO1. Ideally, the name should be 8 characters or less and should not have any spaces or punctuation.

• Now move the mouse to the box where it says "Save as file type."

  It will probably say "NORMAL," but you should also see a down arrow. Pull down on that arrow to see other choices. Highlight the TEXT ONLY option.

• If the folder, file name, and file type all look good, then click on SAVE and exit Microsoft Word.

FETCH is a Macintosh program that lets you transfer files from any Macintosh machine that is connected to the internet to any FTP site. More simply, FETCH will let you take the draft that you've written on your disk and send it to me on e-mail without any re-typing.

Find the FETCH icon on the MAC screeen. It usually has a picture of a little brown dog that will "fetch" your file.

Double click on the FETCH icon. A window will open up that says "Open Connection" at the top. It will ask you to fill in the host name, user name, and password:

• HOST: WVNVM.WVNET.EDU
  (If you have a HERMES account, you would fill in HERMES.ICRC.WVU.EDU here)

• USER ID: (the part of your e-mail address that comes before the @ sign)

• PASSWORD: (whatever you've chosen as your password for your mail account)

• DIRECTORY: Leave this line blank; Fetch will automatically go to the host's root directory.

• Click OK

In the middle of the window, next to the file list, you'll see two buttons: PUT FILE and GET FILE. If you click on the PUT button, that will let you PUT something from your disk (either a floppy in the A: drive or your hard drive) onto your e-mail account. This is called up-loading: you are putting something up on the e-mail server. (If you click on the GET button, you would GET something from your e-mail account so you could copy it onto a floppy. This is called down-loading since you are taking something down from the larger computer where your e-mail is stored and placing it on your own disk. I'll tell you more about this later.)

Just below the GET and PUT buttons are three other, smaller, buttons: Automatic, Text, and Binary. These let you select the type of file you're going to transfer. If you know that you are transferring text, click on the "Text" button. If you know you are transferring something like graphics, click on "Binary." If you're not sure, leave the "automatic" button filled in; this means FETCH will take a guess for you.

• Click on PUT FILE

  A new window will open that lets you choose your directory. Highlight desktop; then highlight the floppy disk icon. Find the folder you need and highlight and click on it to open it. Now, find the file you want to upload, highlight it , and either double click to open it or click on OK.

  For example, if you named a folder on your floppy disk something like, "UPLOAD DOCS", you'd double click on that folder to open it, and then you'd double click on the specific document that your want to send, such as "MEMO1"

  You will see yet another window. This one asks you to name the file you are uploading and to choose the format for your file.

  If you are sending text, you want to choose TEXT format.

  (Binary files--another option--are nontext files such as software or graphics; they must be stored in binary code to transmit them over the Internet.)

  Your screen should look something like this:

  • "Save file on wvnvm.wvnet.edu as:
    MEMO1.txt

  • "Format":
    TEXT

  Click on OK when you are ready to PUT the file onto your e-mail account. A little racing dog will appear to let you know that the program is transferring your file.

  When the dog disappears, you're done. Now you simply have to logoff and close the connection.

  • Click on Close Connection
    (a button on the upper right side of the main FETCH window).

  • You may also have to QUIT FETCH.
    Pull down on the File menu and highlight QUIT and release.

  • To make a window disappear, click once on the tiny box in the upper left hand corner.

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  Send the file to someone else via E-mail

  Go through all the normal steps you take to get into mail. The following instructions are for a WVNET account.

  At the opening mail menu, type 10 to get to page 2 of the menu.

  Type 6 to see a list of your files. Somewhere at the top of your list, you should see the filename that you just uploaded via FTP. Take note of how it is listed (probably MEMO1 or whatever you named your file, then a space, then TXT). Please note that the period that was in your original document name has been replaced with a space.)

  Get back to the main mail menu by hitting the F3 key twice.
  (That key is at the very top of the key board--above the regular number keys.)

  • Type 3 to create a note

  • Fill in the usual header info.

  • Hit two returns--ENTER ENTER--in the body of the note.
    ***End of File*** will appear in the note.

  You should now be back up at the command line.
  • Type GET your-filename TXT and hit ENTER
    If your filename is MEMO1, type: GET MEMO1 TXT and hit ENTER

  If you have given your file a different name, just type that, then a space, then TXT followed by a return. That is, you are typing the name of the file you just uploaded, exactly as it appeared on the directory.

  Your text should now be in your note. Hit ENTER to get back to the command line.

  At this point, you have two options.

  The first option is just to send the note. You hit the F5 key to send the note. You can also, before sending it, space down into the note and use F2 to create space in which to enter more text; if you do this, continue to use F2 at the end of each line you add in order to create, and then get to, the next line.

  Your second option is to move the file to your Outbasket so that you can review it. If you want this option,

  Type: FILE

  This will save your note in your "Outbasket" (selection 2 on the main mail menu), so you can review the note before you send it:

  • From the main Mail menu, choose 2 ("Outbasket"). You should see the note you just created in the list of files.

  • Retrieve it just like you retrieve in-coming mail.

  • Scroll through the note. Everything OK? If so,
    Type: sendnote (or hit the F5 key) at the command line to send it to the person on the address line and delete the file from your outbasket.

  

  DOWNLOADING

  DOWNLOADING A MAIL MESSAGE FROM YOUR E-MAIL ACCOUNT ONTO A DISK USING FTP

  

  Again, three basic steps:

  1. Put the note into its own notebook

  2. Download the notebook to your PC via FETCH and the GET FILE command

  3. Import the notebook file into WordPerfect

     .

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     Put the note in its own notebook

     If the note is in your inbasket, you need to create a notebook for it. Decide on a short, descriptive name that will not repeat any of your other notebook or file names. At the command line (where the cursor is, at top of the piece of mail you want to download), type:

     • move to generic-name notebook

     • for example: move to writing notebook

     Exit mail, and logoff.

     ---

     Use FETCH to "GET" or download the file onto your disk.

     Be sure you have a disk in the PC to receive the file you are about to download.

     Go through the steps outlined above to activate the FETCH program. When you see the main FETCH window with the file list on the left side of the screen, all you need to do is find the notebook you've created, highlight its name, and press the GET FILE button. Fetch will open a window that will let you decide where you want to save the file (probably in a file on your floppy disk). A little racing dog will appear to show you that the program is transferring your file.

     When the racing dog disappears, you're done. Now you simply have to logoff and close the connection. Just click on Close Connection (a button on the upper right side of the main FETCH window). You may also have to QUIT FETCH. Pull down on the File menu and highlight QUIT. To make a window disappear, click once on the tiny box in the upper left hand corner.

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     Import the notebook file into Word

     Get into Word. Pull down on the File Menu to "Open File."

     Select desktop and highlight the floppy disk icon. Look for the file you just "GOT" with FETCH. Highlight and click on the file name.

     Word will automatically convert the file into a Word file.

     
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