Do You Send Unannounced Attachments?

When sending attachments, the Sender is all too often concerned only about what they want to accomplish. In this case, sending their attachments to whomever they want to have them regardless of file size, number of attachments or consideration for the other side.

The problem here is that by doing so, one risks shutting down the other side’s e-mail box with their large unannounced attachments. Most photo files right out of the camera are megs in size. Most don’ know that and don’t take the time to reduce those files in physcial size before attaching to minimize their file size.

Excel or Access spreadsheets and even PDF files can fill a 5-10M e-mail inbox to capacity in one fell swoop. That’s why it is important, in particular, to not send unannounced attachments to an account that you know is used for business communications outside of business hours.

What happens next? All subsequent e-mails bounce back as undeliverable due to over quota. There could have been important e-mails that the recipient was expecting that now are bounced back and not received. All because a Sender did not take the time to think about how their actions could effect others.

If you want to send pictures of your new puppy to what you know to be an address used for business communications, only do so during business hours when that person is most likely checking e-mail and keeping their inbox clear.

So how to we solve this dilemma?

1. All photo files need not be larger than 600 pixels in width. Learn how to resize or resample photos in your graphic program BEFORE sending.
2. PDF, Access or Excel files only are openable by those who have that software. You should always confirm even if the other side has those programs before sending a file they may not be able to open anyway!
3. For business e-mail addresses, only send during business hours when the other side is there to keep their inbox clear and have the courtesy to ask first when would be the best time to send them.

This Sunday, one of my clients sent over 30M of photos of his new home on the shore. While I loved seeing the photos, sending to my business address on a Sunday could have been problematic. Luckily, I logged on to check an eBaY auction I was interested in to download all the photos and clear my inbox.

Do yourself and those you e-mail a favor. Think before you attach! You’ll look tech savvy and your contacts will without a doubt appreciate your extra effort and courtesy.

Don’t Attach That!

You may also be interested in:

• E-mail and Photo Attachments
• Don’t Attach That Large File; Think First!
• Are You a Chronic MeMailer? (There is No Me in E-mail!)
• Before You Click Send… Refresher!
• Your E-mail IS You!