Many do not realize the very important issues they need to consider before sending attachments via email. A few simple considerations taken before clicking Send can make sure you are viewed as tech savvy and someone who will be pleasant to communicate with.
Here are 3 issues to think about when sending e-mail attachments
- File Size: Before sending any files, take the time to note the file size. Anything over 500K (500,000 bytes) should be compressed or “zipped” up. Multiple attachments add up very quickly and use the recipient’s precious data allowance/limits. If sending a bunch of attachments, break them up into multiple emails with only a one or two attached to each. Photographs should always be reduced to no larger than 1000 pixels in width before sending. If you don’t know how — learn!
- Attachment Format: You’ll never go wrong if you 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 free to download. Those who do not have Word or Excel software, just as an example, may be able to open your attachments but the conversion to their software format may not layout as you intended. 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 have the courtesy to ask the other side first when would be the best time to do so. Then be sure to send at that prearranged time. 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 you being perceived as the epitome of professionalism!