How to send a document by email for dummies, three simple ways.
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With development World Wide Web appeared and more ways communication between people at a distance. Now you can not only call someone without leaving your home, but also send an email.
At the same time, using e-mail, you can send letters with attachments in the form of various text documents, presentations, photographs, videos, and more. Of course, the whole process of sending an email with an attachment is quite simple.
However, it is sometimes difficult for novice users to cope with this task without outside help. This material will take a closer look at sending emails with attachments.
How to send a document by email
Despite the many different services that provide the ability to send letters to electronic form via the Internet (Yandex.Mail, Gmail, Mail.ru, Yahoo, Rambler and others), they all work according to the same algorithm.
Only attaching a file on such services may vary slightly. But in general, to send an email with an attachment, you can follow the following procedure:
- First, you need to log into your account on the service and click on “Write” or another button provided by the mail service for writing a letter electronically.
- Then indicate in the “To” line email address addressee's mail.
- If necessary, you can specify the subject of your letter in the “Subject” field.
- Next, in addition to plain text, if you need to send a document or other file from a computer, you need to find the tool that is responsible for this on the service you use and click on it. For example, if you use Yandex.Mail, Gmail or Yahoo for these purposes, then you need to click on the icon in the form of a paper clip, and on Mail.ru and Rambler there is an “Attach file” button.
- After you find the document you want to send, click on it with the mouse to select it and click on the “Open” button.
- After uploading the files to the mail service, check that the letter is formatted correctly (to whom you are sending it and what exactly). If there are more documents than you need or you have chosen the wrong thing, then, as a rule, a trash icon appears next to it on the right side, clicking on which deletes the unnecessary file. To add a document, again click either on the paperclip or on “Attach file”.
- To send an email to the recipient, click on the “Send” button.
It is also worth noting that when using mobile version mailboxes, the algorithm of actions is similar to the extended one. That is, if you are on the road, and required document available on your phone or tablet, then if available mobile application, it can also be sent by e-mail.
In this case, also fill out all the required fields, and then click on the paperclip or “Attach file”, thus adding the document and sending. As you can see, everything is quite simple and convenient.
Send link
If your document is stored on cloud services such as Google Drive, Yandex Drive, and others, or you created the document in Google Doc, then you can send a link to the document.
To do this, open the document, click on access settings and copy the link, which can be sent in an email. If these are documents stored on Drive, then you can download them to your computer; if this is a document in Google Docs, then you can jointly edit it, make amendments, comments, and so on.
Word
If you use the Word program to create and edit documents, you can set up the email sending function once and then use it.
Instructions:
Pay attention to the top panel, namely the tab - mailings. A new icon should appear there, with the name you gave it.
Now, after creating or editing a document, click on this icon. You only need to indicate the recipient's email, and the document will be sent to the specified address.
How to send a document by email, summary
I showed you three ways to send a document by email, choose the one that is most convenient for you. Once you send a letter, you will understand that there is nothing complicated in this process.
The main thing to understand is that you do not send the paper document, it remains with you. you send it electronic copy, and the recipient will print it himself if necessary.
But to send the paper original of any document, you should use our regular mail and send the document by registered mail.
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Registered letter is a postal item intended for conducting personal correspondence, sending documents, postcards, and paper. Unlike a simple letter, a registered letter is delivered personally into the hands of the addressee or his legal representative. When sending registered written correspondence, you can use the “receipt notification” or “SMS notification” service, which will inform the sender that the letter sent to them has been delivered.
A registered letter, unlike a regular letter, is a registered mail item, which is assigned an individual track number (or in other words, a postal identifier). Using the track number on the Russian Post website, you can track the movement of a letter from the moment it is received and initially processed until the moment it is issued. Information, or rather the status of the letter's status, may be displayed with some delay and inaccuracy when tracking. Therefore, you should not rely entirely on this information.
Written correspondence, like other types of mail, has a number of restrictions:
How to send
You can send a registered letter at any branch of the Russian Post. Sending is carried out through the operator.
- Buy an envelope of a suitable size, put the documents intended for sending into it, seal it and indicate on it the address, postal code and full name of the addressee and sender.
- If you need a notification of delivery, take a free form f. from the department. 119 and fill it out.
- Hand the envelope (and form) to the operator, indicating that you would like to send a registered letter. After this, the postal worker will weigh the item and register it in the system.
- Pay for the delivery service and pick up a receipt, which will indicate a unique postal identifier for tracking.
You can send registered letters in any envelope, regardless of what letter is printed on it. Litera- This is a special sign of postage, is analogous to a postage stamp.
If you are sending registered written correspondence heavier than 20 grams in an envelope with the letter D, or a letter weighing up to 20 grams in an envelope with the letter A, then the operator will add stamps to it for the required amount, or the remaining amount will be entered through the system. The sender does not have to take any independent steps to apply stamps.
How to send a registered letter with return receipt requested
A return receipt is a special document that informs the sender of a letter that it has been delivered and handed over to the addressee or his legal representative. The document will contain the signature of the recipient and indicate the time and date of delivery. Notifications can be simple or custom. The first will be dropped into the mailbox, the second will be delivered personally.
The return receipt is a form (Form 119) that is sent along with written correspondence, and after delivery it is sent to the return address.
To send a registered letter with notification, the sender must independently fill out form f 119. The form can be picked up at any branch of the Russian Post absolutely free of charge and filled out there. Once completed, the document along with the letter is handed over to the operator.
Sample filling:
On the front side of the form, the details of the sender of the letter, who will subsequently become the recipient of this notification, are indicated.
In addition to written notification of delivery, the post office has a service SMS notifications. To use this service, you must fill out a special form, which you can ask for at the post office. The cost of one SMS message is 10 rubles.
Registered mail can be sent 1st class - this is an expedited type of delivery (air mail). For expedited delivery by plane, you will need to pay extra; the price depends on weight, shipping distance and place (region of the Russian Federation) of shipment. “First class” is most relevant for settlements between which air traffic is provided. How to send registered mail 1st class? Notify the operator of your intention. No additional documents or forms are required to be filled out.
Sending a registered letter with a list of attachments
An inventory of attachments is a special document that indicates a list of attachments in a mail item and their value. A letter or parcel with such an accompanying document, at the request of the addressee, at the time of receipt, can be opened in the presence of a postal employee in order to compare the contents with the inventory. If one of the items is lost or damaged, or postal item in general - Russian Post pays compensation, which directly depends on the declared value.
Sending a registered letter with a description of the attachment is not possible! This service Available for valuable written correspondence only.
A valuable letter is absolutely the same as a registered letter, with the only difference - for valuable written correspondence, the declared value is indicated, and the cost of sending it becomes higher.
To send valuable written correspondence with a list of attachments, you must fill out two forms f. 107. One is sent along with the postal item, the second remains with the sender. Forms are issued free of charge at post offices; they can also be filled out online on the official website of the Russian Post and then printed.
Sample:
Sending written correspondence with declared value is carried out at any post office through an operator. On the envelope with the letter you need to indicate its value. If the item contains a description of the contents, then the envelope must be sent to open form. The employee must check the contents with the items that the sender will indicate on Form 107.
Price for sending a registered letter and additional services
The price for sending registered written mail depends on weight. The cost of the first 20 grams is 50 rubles without VAT and 60 rubles with VAT. For each subsequent full/incomplete 20 grams of weight you will have to pay an additional 3.00 or 3.60 rubles, according to the presence of VAT.
VAT is a value added tax; in Russia, from January 1, 2019, it is 20%. Postage paid for with stamps is not subject to value added tax. That is, by paying with stamps, you can save 20%.
| Type of departure | Weight/characteristics | Price without VAT | Price including VAT |
|---|---|---|---|
| Registered letter | first 20 grams | 50 | 60 |
| 3,00 | 3,60 | ||
| Valuable letter | first 20 grams | 110 | 132 |
| subsequent full/incomplete 20 grams | 3,00 | 3,60 | |
| Notice of delivery | simple | 22,92 | 27,50 |
| custom | 56,67 | 68 | |
| Letter declared value fee | for every full/incomplete 1 ruble | 0,03 | 0,04 |
You can stick the stamps on the envelope yourself or the operator can do it for you. The latter's work is paid.
Payment for “receipt notices” with stamps has been abolished since 2019. Therefore, the tariff including VAT is relevant for all categories of users.
If an inventory of the attachment is required, then it will be necessary to “check the compliance of the attachment with the inventory of the attachment,” for which you will also need to pay.
The price for some additional services of Russian Post depends on the subject of the Russian Federation. The table below shows the tariffs in force in 2019 largest cities our country.
How to send a registered letter: instructions
With the development of postal services on the Internet and accessible services mobile operators, paper cards and letters in envelopes are not sent as often as 10-15 years ago. But in some cases it is impossible to do without sending it in a regular postal envelope. How to send a letter via Russian Post so that the correspondence is guaranteed to reach the addressee?
What can you send in a postal envelope?
To begin with, it is worth determining what exactly can be sent in an envelope for letters, and for what you will need to use, for example, a parcel. What can you send by letter by Russian Post?
In addition to postcards and letters, you can put almost any paper or cardboard correspondence in the envelope: personal documents (passport, diploma, work book, certificates, etc.), paper (cardboard) crafts and products, photographs, etc. The main thing is that the weight of one letter does not exceed the established norm - 100 g (for letters to another country - no more than two kilograms). The exception to this rule is money and bank cards- postal workers themselves do not recommend putting them in envelopes.
The question often arises: is it possible to invest in paper letter small items? For example, jewelry, keychains, flat magnets, badges? Postal employees answer this question in the negative. The reason is simple - when stamping an envelope or when sending/removing it through a mailbox, the envelope may tear due to the bulky item inside.
However, senders who manage to send quite successfully small items in the letters, they claim that such attachments can be transported if the items cannot be clearly felt in the envelope. This is achieved by simply wrapping the object in cardboard, several layers of tape or thick paper.
How to send a simple letter
Depending on the type of sending, letters can be registered, simple, express, letters with declared value or with notification. The step-by-step procedure for sending them is approximately the same, with the exception of some features. Using the example of a simple postal item, let's look at how to send a letter via Russian Post:
- Any letter is sent from the nearest Russian Post office, the address of which can be found on the official website of this organization. A simple letter, in addition, can be dropped into a street mailbox.
- To send, you need to purchase an envelope in accordance with the size of the attachment. The smallest is 114 x 162 mm or 110 x 220 mm (euro), the largest is 229 x 324 mm.
- The envelope should be filled out in legible handwriting in any color of ink except red, yellow and green. Various crossing-outs, stains or corrections on the envelope are not allowed.
- In the upper left corner, in a special field, fill in information about the sender:
- in the line “From” the full name or name of the sending organization is indicated;
- in the “From” lines, enter the sender’s address data in the following order:
- street;
- house number;
- building number (if any);
- apartment number (office or office number);
- settlement (full geographical name);
- district (if it is present in the address);
- region name Russian Federation(region, region, etc.);
- name of the country of departure (only for sending abroad);
In the lower window, fill in 6 digits corresponding to the sender's post office index.
- In the same order, information about the recipient of the letter is entered into the lines of the field located in the lower right corner of the envelope.
- In the field for the digital index (lower left corner), the recipient's post office index is entered along the contour.
- After filling out all the required fields, an attachment (letter, postcard, etc.) is placed inside the envelope and the envelope is sealed.
A simple letter, the weight of which does not exceed 20 g, is sent in a postal envelope without additional payment or additional stamps. However, if the weight of the item is greater or the letter is expected to be delivered outside the country, then before sending the letter via Russian Post, you should contact the operator, who will weigh the letter and affix stamps in accordance with the price of the item.
How to send a registered letter
How does such a message differ from a simple letter? How to send a registered letter via Russian Post? The service for sending registered letters is intended for sending important documentation, official correspondence (requests, claims, notifications, complaints, etc.). Registered letters have a number of advantages compared to sending a simple message:
- When sent, a registered letter is assigned an individual track number (indicated at the top of the check issued to the sender). Using it, it is possible to track the delivery of a message through the Internet service “Tracking of items” on the PR website.
- This type of shipment is delivered personally to the addressee against signature after presentation of the passport. This is indisputable evidence that the sender sent the letter in a timely manner, and the recipient is familiar with the contents of the message.
Shipping registered letter- a more reliable, but also more expensive way of delivering correspondence. How to send a letter via Russian Post if you need to use the “Registered Letter” service? After completing the steps described above, the sender must contact the postal operator, say that he needs to send a registered letter, and pay the cost of this service. The postal employee will weigh the envelope, register the letter with a tracking number, and attach a barcode and stamps in accordance with the cost of the item.
Notice: what is it for and how to fill it out correctly
Registered letters with notification are a service that allows the sender to find out the exact date of delivery of the letter to the recipient. This is an official document, which in some cases can also serve as proof of the fact that correspondence was sent on time. To use this service, you must fill out the form and inform the operator that a registered letter is sent with a notification.
It is filled out on a special postal form F-119. All information is on both sides in a field indicating: “Those circled with a bold line are filled in by the sender.” The filling procedure is as follows:
- In the field indicating “Notification must be returned to the address”, the data of the sender of the letter is entered in the same sequence as on the envelope. Marks are placed in the “Letter” and “Registered” boxes.
- The recipient's details are entered in the field on the back of the form, in the same order as on the envelope. Marks are placed in the “Letter” and “Registered” boxes.
- The notification is glued by the operator directly to the envelope, and after delivering the registered letter to the recipient, the form is removed by the postman and sent to the sender.
Letter with a description of the attachment
It is recommended to order a letter of value (also known as a letter of declared value) for sending specifically valuable investments: originals of personal documents, securities, real estate documentation and other things. This type of postal item is supplemented by a description of the attachment indicating the amount at which the sender estimates the contents of the envelope.
This type of forwarding is considered one of the most reliable, since valuable letter a registration number is necessarily assigned, which means it is subject to tracking on the way to the addressee. In addition, if the letter is suddenly lost, the sender receives compensation from the post office in the amount of the declared value.
How to send a registered letter via Russian Post if it needs to be supplemented with an inventory of the attachment with a declared value? In addition to purchasing and filling out the envelope (there is no need to seal the letter), the sender will need to contact the post office operator to make an inventory:
- It is filled out by the sender in duplicate on special forms f-107. The inventory must contain a detailed list of all papers sent in the letter, indicating their estimated value.
- The mail operator checks the contents of the attachment with the compiled list.
- Each copy is signed by the operator who accepted it and the sender.
- One copy is handed over to the sender, the second is placed in an envelope along with the papers being sent.
How much does it cost to send a letter via Russian Post if it is a letter with declared value? In addition to the cost of sending a registered letter, the sender will need to pay insurance fees in the amount of 4% of the amount of its declared value. It is worth noting that in the event of its loss, the paid insurance fee will not be reimbursed to the sender.
Cost of a letter
Sending by letter is the most cheap way postal item. Today, the client has the opportunity to find out in advance how much it costs to send a letter via Russian Post. This can be done through the official website of Russian Post, using the Postal Calculator service.
For example, to find out how much it costs to send a registered letter by Russian Post, you need to enter information about populated areas sender and recipient, indicate the weight of the letter, delivery method, and also check the box next to “Registered” in the “ Additional services" After this, the service will automatically calculate the cost of sending.
Russian Post is a large, complex and not very friendly structure. It is customary to spit on her social networks, and going for a letter or parcel often turns into a small quest. They say about this: “Life didn’t prepare me for this.”
Do you want to send a book as a gift to a friend? You come to the department, and a tired woman asks: “How do we ship, by registered parcel with declared value or first class?” And you understand that this will be more complicated than highly loaded systems, big data and neural networks.
Registered letters and parcels
They are sent from the department. Bring the package, select options, give the package to the operator and receive a receipt. The easiest way to calculate the cost of a shipment is on the Russian Post website.- To save time, fill out the accompanying documents in advance - the Russian Post website has it.
- If suddenly the operator finds fault with your printed documents, then take a supply of their forms with you for the future. You can also call the phone hotline and quarrel, the Post Office specifically monitors such cases.
- If you are unsure which options you need, please select Registered Shipping. Declared value is one ruble. All.
- For packaging, the post office has bags and boxes. It’s more difficult with boxes - things usually dangle in them (to prevent them from dangling, I buy the cheapest sawdust for hamsters at the pet store and fill the voids with them). Theoretically, you can come with your own container, but people often react nervously to this. If you send often, then buy a container for home, in reserve.
- Sign the packages with a ballpoint pen; the gel pen will smudge.
Parcels
A parcel is a cool postal shortcut, something between a letter and a parcel, but only for printed materials. Books, newspapers, magazines, and bundles of documents are sent in parcels.A parcel post costs less and does not require filling out forms. Just put the book in the bag, write the address and give it to the operator. The main thing is that it weighs less than two kilograms (otherwise it’s just a parcel).
Theoretically, you can send a small item like a T-shirt in parcels - operators don’t really keep track of what’s inside.
1st class departures
These are any registered letters, parcels and parcels with a reactive attachment. They cost more, but arrive twice as fast.For 1st class shipments you also do not need to fill out disgusting forms. It is enough to write the address on the envelope or package.
EMS
This is an add-on to mail, similar to courier service delivery. In fact, there is nothing to write about it: long, expensive and terrible service. If you really need to send something by courier, choose a private courier service.Any rules and tips:
- Install the Russian Post application - perhaps this is the best thing this organization has. It is convenient to track shipments and easily find the nearest branch.
- Use the new Mail website. I say this not because I participated in its development. The site turned out to be really convenient: with a shipping calculator and a form generator.
- Do not send money or jewelry. At best, they will be identified and returned to you; at worst, they will be confiscated.
- You also cannot send the typical set of prohibited items: weapons, explosives, caustic and toxic materials. Something strange: you can’t send saiga parts, but you can send live bees.
- Post offices are open on Saturdays and are less crowded on Saturdays. There are usually no more queues immediately after lunch, from 15:00.
- A passport is required to receive registered shipments. If you are too lazy to wear it, there are two ways. First, make yourself a notarized copy. The second method is on the verge of social engineering - make sure that you are remembered at the post office as “I know this nice man, you don’t need to ask him for a passport.” To do this, it is enough to write gratitude a couple of times in the book of complaints and suggestions.
- If you see a person in front of you in line with a stack of envelopes, you can leave immediately, this is a representative of the organization sending out notification letters. In general, it is convenient to multiply the number of people in front of you by seven; you will get a fairly accurate waiting time in minutes.
- Buy envelopes, stamps and send documents yourself, without mail.
- Send books and magazines by parcel post.
- Send parcels 1st class if you want to quickly and don’t mind paying an extra couple of hundred.
- Use the new Mail website and mobile application.
Tags: Add tags
Sometimes there is a need to convey important information or documents to another person. You can send by registered mail, it is safe and fast. It is guaranteed to reach the addressee, will be handed over personally against signature, and the sender will be left with a receipt. Let's consider the following questions: how to send What is needed for this and how to do it correctly?
Types of postal items
There are several types of postal items. The first is open type letters, the easiest way, but not very reliable.
Any employee can see the information. They are sent without an envelope, simply folded, which is why they got that name (they are also called “postcards”).
The second is regular letters. The most famous and common type of shipment for many people, they are placed in an envelope and sent. But the guarantee of data safety during transmission is also small.
The third type is registered letters. They are prepared for sending personally by the author at any post office. They are delivered to the address and handed directly into the recipient’s hands, or he will be invited to the post office to receive the order. This type of sending is the most reliable, convenient and safe. If you don’t know how to send a registered letter, you can contact specialists at the department who will help you fill it out correctly.
Specified Requirements
It is important to know the requirements for a registered letter. The maximum weight should be no more than 100 grams, dimensions - from 110*220 mm to 229*324 mm. If the investment is light in weight (for example, 50 grams), then a regular format envelope will do.
If the weight or size is greater, you should contact the specialists of the communications department. Our staff will help you choose the appropriate envelope and tell you in detail how to send a registered letter. Delivery must be carried out tightly sealed and correctly
The certified letter is accompanied by a return receipt, which requires completion and is attached to the back of the envelope. All size and weight requirements must be met. If they do not comply with the standards, then it will be impossible to send by mail; the letter will simply be returned to the sender. The procedure itself is simple; you can immediately understand how to quickly send a registered letter. No special skill is required for this.
Registration
A common type of mail is registered letters with notification. It's reliable and safe. You need to go to the post office and buy the required envelope and stamps.
Then it’s time to start signing it. You must provide your full address and full name. addressee (recipient). On the lines reserved for the addressee's (sender's) data, the relevant details are entered. The envelope is carefully sealed. A note is also made indicating that the letter is issued with a notification. It comes in several types: simple or valuable, or custom.
The next step is to fill out the notification itself. On the one hand, the address and name of the addressee are indicated, on the other - the addressee. The Post Office staff will then carefully attach the notice to the envelope so that all details are visible. The main thing is to know how to send a registered letter correctly, because the initial result will depend on this. When will it be delivered to specified recipient, the notice will be sent back (you need to keep it as it is a supporting document).
How to send a registered letter so that it accurately finds the addressee? A stamp is affixed to the designated area on the envelope and given to a specialist for weighing. After the procedure, you will be told how much to pay for the services. Be sure to wait for the receipt, as it contains complete shipping information. The type, date and time of sending, weight of the letter and the name of the employee, address and full name are indicated. recipient, barcode of the letter.
Tracking the path of registered mail
If you have a question about how to find a sent registered letter, note that it is now easy to track its movement. After paying for the service, the person who sent it receives a fourteen-digit number. Then you need to find the Russian Post website, it describes in detail how to track the path of your registered letter using a barcode. Of course, you will need to wait some time for the notification to arrive. The delivery process can be shortened by air delivery or first class shipping.
If something becomes unclear during the process, the employees working in the department will help you figure out how to send a registered letter.
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