Top 3 Email Attachment Considerations
Are you aware of a few essential things you need to consider before sending attachments via email? Often, folks just add attachments willy-nilly without understanding how their actions may impact those on the other side. Let’s change that frame of mind, shall we?
Think Before Attaching
More often than not, we get so wrapped up in what we do at that moment that we do not stop and think. So we click that little paperclip icon without much thought.
That’s where Email Etiquette comes in…
The above also applies to attachments. For your convenience, here are the Top 3 issues to think about when sending email attachments.
3 Email Attachment Tips
- File Size: Before sending any files, check their sizes. Compress or “zip” up multiple sends over 500K (500,000 bytes). Multiple attachments add up very quickly. We don’t want to use the other side’s possibly limited resources. Did you know photos from your phone are megabytes in size? Reduce the physical size of all photos to 1000 x 1000 pixels before emailing them. Don’t know how? Learn about online images.
- Attachment Format: You’ll never go wrong sending your documents as PDFs. PDFs are not operating system or software-specific. In addition, the reader software is now installed on most computers and is a free download. Another example: those who do not have Word or Excel software may not be able to open files in those formats. It is a good idea to ask what format is preferred so you know which to send.
- Ask First: Before sending any attachments, always ask the other side when the best time would be to send them. Then, be sure to send it at that prearranged time. For business attachments, never send unannounced after-hours attachments, as the other side may not be there to keep their inbox clear.
Reduce, Format, and Ask
Now you know what to think about when adding attachments to your emails. Thinking about these three things first will go a long way toward helping you be perceived as tech-savvy and a pleasure to communicate with. Yay!
