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 gobbling up the other side’s data quota with files the recipient may not want or need. Most photo files right out of the camera are mega-megs in size. Most do not realize that and do not take the time to reduce those files in physical size before attaching which will minimize the file’s overall size. Excel or Access spreadsheets and even PDF files can easily be 10-20M in size. Video file sizes are off the chart.
Many business accounts have limits in size and quota too. This is not only for resource management but security reasons. If you have friends who only use their business e-mail address you’ll want to refrain from sending personal attachments to those addresses. You don’t want to have a unexpected negative impact on their business activities (or cause them possible to conflicts with their company’s e-mail policies).
So how to we solve this attachment dilemma?
- 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. There are all kinds of free tools and info to help you learn how.
- Access or Excel files can only be opened by those who have the software for those file types. You should always confirm if the other side has those programs before sending a file they may not be able to open anyway!
- When it comes to business e-mail addresses, only send huge attachments during business hours when the other side is there to keep their inbox clear — and always ask first. By reflecting the courtesy to ask first when would be the best time to send large files reflects you have an understanding of technology.
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.
For more on this topic read: Don’t Attach That!