Top 3 E-mail Attachment Considerations

Many onliners do not realize the very important issues they need to consider before sending attachments via e-mail. All too often folks just attach way without understanding how their actions may effect those on the other side.

More times than no we get so wrapped up in what we do at that moment in time that we do not stop and think about if those we are sending to are interested in what we are attaching or can even open the file in the first place because we sent it in the right format.

E-mail etiquette is all about knowledge (knowing technology well enough to use it properly, understanding (having an understanding about what we are doing and how it can effect others) and courtesy (thinking of others above and beyond what we want to accomplish). This applies to attachments too!

Here are the Top 3 issues to think about when sending e-mail attachments:

1. 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! Photographs should always be reduced to no larger than 600 pixels in width before sending. If you don’t know how — learn!
2. 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 may be unable to open.
3. 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!

You may also be interested in:

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