Many do not realize the very important issues they need to consider before sending attachments via e-mail. A few simple considerations taken before clicking Send can ensure you are viewed as tech savvy and someone who will be pleasant to communicate with.
Here are the Top 3 issues to think about when sending e-mail attachments:
- File Size: Before sending any files, take the time to determine their size. Anything over 500K (500,000 bytes) should be compressed or “zipped” up. Multiple attachments add up very quickly and could shut down the other side’s server or fill their inbox causing subsequent e-mail to bounce! If sending a bunch of attachments, break them up into multiple e-mails with only a couple attached to each. Photographs should always be reduced to no larger than 600 pixels in width before sending. If you don’t know how — learn!
- Attachment Format: You’ll never go wrong if your send your documents in PDF format. PDFs are not operating system or software specific and the reader is now installed on most computers and is a free download. Those who do not have Word or Excel software, just as an example, would not be able to open files in those formats. Again, asking first what format the other side prefers can avoid you sending files they will be unable to open.
- Ask First: Before sending any attachments, always ask the other side first when would be the best time to do so. Then be sure to send at that prearranged time. For business attachments, never send unannounced attachments after business hours when the other side may not be there to keep their inbox clear.
Just like anything online, thinking about how your actions can affect those you communicate with will go along way towards being perceived as tech savvy and a pleasure to communicate with!
Some More Info for You:
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If you want to avoid clogging your recipient’s inbox using a file transfer service for large email attachments is a good idea. That also gets round the problem of your or your recipients’ mail servers not being able to handle large attachments and saves you the hassle of having to compress or separate attachments into different emails. The more well known services are Tonsho, YouSendIt and cutesendit. Standard maximum attachment size is 2Gb although some do offer more.
Hey, Isabel:
Thanks for the comment and suggestions — that is a good one! I do talk about attachments further and mention the service I’ve personally used YouSendIt here: Ask Before Attaching Huge Business Files.