Our team came across a very valuable resource that we wanted to share with our clients to help them manage their email more efficiently and protect them from having their emails flagged and blocked.
The snippet below is from a full article written by: University of Pittsburgh. If you’d like to read more follow the link when you’re done reading the important stuff…;)
Best practices for sending email attachments:
Article Written By: University of Pittsburgh
You can attach any type of file to an email message. But keep in mind that to view the attachment, your recipients will generally need to have the same software program installed on their computers that you used to create the attachment.
For this reason, it is best to attach a file format that can be read by anyone who receives your message. Consider using PDFs for your email attachments, particularly when you are sending a message to an email distribution list or a large group.
- Consider including a link in your email message rather than an attachment
If the information you would like to attach is available on a Web page, link to that Web page in the body of your email rather than attaching a file. Anyone will be able to view the link using a Web browser.
- Avoid sending large email attachments
Users of any email service usually have a limit on the size of their email Inbox (known at Pitt as an email quota). Sending large email attachments may cause some of your recipients to exceed their quotas. If a file is larger than several megabytes, you might want to compress it into a smaller file using a program like SecureZIP before attaching it. SecureZIP can be downloaded at no cost at the Software Download Service at My Pitt. Please note that some types of files, such as graphics files, are already compressed and may not benefit from a program like SecureZIP as much as other types of files, such as spreadsheets or documents created with word processing programs.
- Be aware earlier versions of Microsoft Office cannot read Microsoft Office 2007 files
Keep in mind the latest version of Microsoft Office (Office 2007) saves files in a format that cannot be read by earlier versions of Microsoft Office. For this reason, you may want to convert Office 2007 files to PDF (see below) or save them as Office 97-2003 files before attaching them. To read Office 2007 files, users of earlier versions of Office must install the Microsoft Office Compatibility Pack.
Convert a file to PDF
Converting a file to PDF is one of the easiest ways to ensure that others can view your attachments. Anyone who has installed the free Adobe Reader can view a PDF file. There are two basic ways to create a PDF file.
We hope that this information has provided some insight into Email Attachment Best Practices. Please visit the link below to view the full article and learn more from their blog.
The Web Works Team