Unannounced Business Email Attachments

When sending attachments, the sender is often concerned only about what they want to accomplish. In this case, sending their attachments to whomever they want to have them.

The problem is that by doing so, one risks shutting down the other side’s email box with those large unannounced attachments or by using resources that may not be available. For example, did you know that photo files from your camera are megs in size? In addition, Excel or Access spreadsheets and PDF files can easily be 5-10M.

Files can add up fast!

What happens next?

What if the person you are sending to is not online, and their inbox gets filled? Or if you used up the last of their data allowance? You do not know what they store in their accounts or how they prefer to use their available allowances.

There could have been important emails the recipient was expecting that are now bounced back and not received. All because a sender did not take the time to think about how their actions could impact others.

The email attachment solution?

1. All photo files need not be larger than 1000 pixels in width. Learn how to resize or resample photos in your graphic program BEFORE sending them.
2. Access or Excel files can only be opened by those who own that software. Therefore, you should always confirm even if the other side has these programs before sending a file that they may not be able to open anyway!
3. Especially for business-related attachments, only send during business hours when the other side is there to keep their inbox clear. Have the courtesy to ask first when would be the best time (and format) to send them.

Too many folks are interested in accomplishing their task rather than making the extra effort to be courteous. What does that say about your ability to form long-term, mutually beneficial partnerships?

Do yourself and those you email a favor. Think and ask before you attach! You’ll look tech-savvy, and your contacts will undoubtedly appreciate the extra effort and courtesy.

For more, read: Top 3 Email Attachment Considerations.