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  1. #1
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    Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    The attorneys in our law firm are having a problem with e-mail attachments being duplicated in the e-mail after being sent. They create their e-mail, insert their attachments, and occasionally open the attachment from the e-mail to make sure they're sending the correct attachment, then close it (not saving it again) and press "Send" from the Outlook e-mail. The e-mail appears to contain only the attachments being sent, but when it arrives at the Recipients address and is also moved to the attorney's "Sent Items", there are 2 attachments with the same name. Our clients are getting frustrated with not knowing which document to open and the attorneys are frustrated because they know they didn't send the same attachment twice!

    My first thought was that by opening the attachment from the e-mail, it was somehow creating a duplicate file. I also believed that perhaps using Tools/Protect on our Word documents was causing it to occasionally duplicate the attachment if opened from the email. I performed many tests on my machine and on the attorneys' PCs who were getting the duplicates but could not duplicate the problem. I pretty much decided it was "operator error". I even watched 1 attorney prepare his e-mail and send it and, of course, it did not duplicate the attachments that time!

    I contacted Microsoft about the problem, and it took about 10 messages to get them to even understand the problem, much less provide a "layman's" answer for me. I finally told them to let it go, because I did not have the "high tech" skills nor the time to follow their suggested remedies.

    Any ideas on what might be going on?

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    All I can say is this: In Outlook 2000, I occasionally had the experience that when I highlighted an attachment and removed it using the Delete key, it was not really removed and ended up getting sent. So I started using right-click and Remove. Why the attachments list in the "compose" window and in the sent message do not always match is a mystery to me. But I have not had this problem with Outlook 2002 (perhaps because I use Remove now?).

  3. #3
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    Re: Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    I appreciate the input, but in this case, we're not trying to remove the attachment, just open it to make sure its the correct attachment, so we are right-clicking to "Open" the attachment. You may be right, however, that whether or not the "opened" attachment is saved or not, it still may create a "shadow" or duplicate that the sender can't see until after its sent. I usually just tell the attorneys to keep the hard copies of the attachments in front of them when preparing an email and read the filename from the hard copy instead of trying to remember through the "Insert" dialog box!

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    Super Moderator jscher2000's Avatar
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    Re: Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    Well, I've never doubled an attachment simply by opening it from the message. And I do frequently open it to make sure that last minute changes got saved into the file I attached. And if I see more changes that need to be made, I remove the attachment, make the changes in Word, then reattach. (I gather your attorneys aren't admitting that they sometimes do this, too.)

    Perhaps the integration with your document management system could use some improvement. <img src=/S/wink.gif border=0 alt=wink width=15 height=15> I'm very thankful that we have a relatively rich interface for attaching documents. On the other hand, I curse WORLDOX when it won't let me quickly get to an obscure drive or folder as simply as the native dialog. No silver bullets. <img src=/S/sad.gif border=0 alt=sad width=15 height=15>

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    Re: Duplicate attachments in Sent Items email (Out

    I must admit I've never come across this problem in practice either. Training EUs to alter their habits is a steep curve, but you could encourage them to use meaningful doc title suffixes for their attachments. "Pleading - JF Aug 3 version.doc" may not be an elegant title, but at least it is unambiguous! <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    Gre

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    Re: Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    I'm hoping that our integration with WORLDOX in the coming month will solve this problem for us, too! I'm wondering if the use of Tools/Protect Document (with Track Changes selected) being applied to documents could be causing the duplication when the document is reopened? Any thoughts?

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    Super Moderator jscher2000's Avatar
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    Re: Duplicate attachments in Sent Items email (Outlook 2002; SP-2)

    I don't use the Protect for Tracked Changes setting very often, but when I have, nothing unusual seemed to happen.

    We actually use a COM Add-in for Outlook to add a bit of functionality to what was offered in WORLDOX 2000. Since you'll undoubtedly be installing WORLDOX 2002, the bells and whistles might not be of interest, but if you want to test it out anyway, contact me "privately" and we'll talk. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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