The topic of sending attachments by e-mail is not one that is discussed as much as it probably should be. It is easy to attach a file to an e-mail. Almost too easy! E-mail programs allow you to attach almost anything, regardless of the size and format without giving the sender any sort of guidance as to the consequences of their actions.
And yes, there are consequences. Like shutting down others e-mail accounts and causing subsequent e-mail to bounce. Now, thats not a very nice thing to do, is it And to think with just a bit of thoughtfulness you can avoid embarrassment and set an example of proper technology use!
Most that forward attachments or send photos along are doing so with good intentions not purposefully wanting to cause any problems for the other side. That said, though, one has to take a moment and think before attaching files to an e-mail and clicking Send. To simply attach files without taking the time to consider the person on the other side can come off as self-serving not to mention reflecting your overall lack of tech savvy.
Here are some quickies you should run through before you arbitrarily attach any file to an e-mail and send it on its way:
=> What is the files size If you dont know, find out. If you dont know how to find out, learn. For example in Windows, you can view the files size in Windows Explorer. Make sure the Views option at the top right is set to Details. This will allow you to see a Size column reflecting each files size.
=> If you are sending a file over 200,000 (200KB) in size consider how you can minimize the files size either by reducing the physical dimensions or by using file compression software. And, even then, courtesy dictates you ask the recipient first if it is O.K. to send them an attachment and what is the best time of day to do so to ensure they are available to download your file and keep their e-mail flowing.
Never send attachments without warning especially after business hours or on weekends when the recipient may not be there to clear out their inbox.
=> Files over 1M (thats 1,000,000 bytes!) should not be sent by e-mail and will have a hard time going through the pipeline. Just because you can physically instruct a computer to attach a file of that size doesnt mean you should. You could also instruct your computer to reformat/erase your hard drive but you dont do you
=> Files should only be sent in a format that you know the other side has the appropriate software to view - because you asked first! For example, not everyone has MS Publisher, Excel or PowerPoint. If the other side does not have Excel and you send a Excel file to them, they most likely will not be able to open it.
=> When it comes to graphics and photos, just assume the files are gargantuan. Whether the files are for business or personal matters, here again you need to compress either the files size with one of the many compression utilities available or reduce the physical dimensions of the graphic or photo.
Learn how to resample/resize the graphic to no larger than 600 pixels in width. 600 pixels is large enough for the majority of uses - especially if you are just sharing photos with friends or family. For use on your Web site, they need not be larger than this either. Photos thousands of pixels wide easily get up into the 2-4M range! Yikes!!
=> Never send anyone an e-mail with an attachment about anything, (particularly your product or service) if the recipient did not specifically e-mail you for that information and you are responding to his or her request. By sending overly large files (even several personal photos) you can cause the other persons e-mail box to fill and all their subsequent e-mail to bounce.
You have no insight into the other persons e-mail volume to assume activity to be minimal or storage capacity to be optimal to receive your files. You do know what happens when you assume Many e-mail accounts are only 5M in size and can be filled up very easily by those who either dont care to or dont know how to determine file size.
To send an attachment without notice that someone didnt ask for is the epitome of lack of courtesy for those you are e-mailing. No matter how important you think that attachment is - you now have no excuse to ignore the above issues when attaching it to an e-mail. Dont attach that file without first knowing its size, format and notifying the person on the other side that it is on its way.
Just a little common courtesy can go a long way to you being perceived as a person who is a pleasure to communicate with and who also understands the technology in which they are participating.
About the Author:
Judith Kallos is an authoritative and good-humored Technology Musewho has played @ for over a decade. Check out her popular Software, Programming and Web Design Cheat Sheets @
Rude and crass e-mail seems to be at an all time high. E-mails blurting out demands or questions without the courtesy of a decent subject field or a thank you to follow. Questions or requests that are demanding a reply without the courtesy of a hello, or a closing that notes their name.
Could it be because manners seem to be at an all time low off-line Combine this with folks not learning the power of the written word or the skills to communicate clearly to reflect their tone and intent and you have a volatile combination.
There are two assumptions here. The first being that anything goes online. There are no rules, you can do what you want - period - and dont try to tell anyone differently.
Secondly and a big contributor, is the belief that there is no good reason (even if there actually is one) for anyone to not say what they want when they want (freedom of speech issue) or have what they want, when they want it and how they want it. Consideration for others feelings and opinions dont matter when you can tap out some uninformed crudeness and hit Send.
Folks are quite bold in the anonymity being behind this screen offers them. Some fly off the handle without reading an entire site, article, thread or e-mail, many times picking out parts to create a manifesto of opposition without actually looking at the big picture of the topic at hand. Those who are uninformed with a lack of attention to detail do not hesitate to spew their self important opinions that many times are not based in fact or reality. Misunderstandings occur, business is lost, feelings get hurt. All because onliners do not take the time to communicate carefully with the written word by integrating courtesy and clarity.
What do you do when you are the recipient of an e-mail with an accusatory or rude tone Well, I used to be a firm believer, that you should respond to every e-mail someone takes the time to send you - that is everything but spam. However, as of late, I have even found myself at a loss for words when reading some of the e-mail that has come my way. Folks who dont know me using verbiage that makes my cheeks flush!
Unfortunately, I think all of us will have to deal with these personalities at one time or another and probably more so that any of us prefer. Below are some thoughts to help you determine if and how to deal with rude or nasty e-mail:
=> If you receive an e-mail with foul language or threats, know that this is against the TOS (Terms of Service) of all ISPs. Immediately send the e-mail to abuse@ at their ISP. Keep the e-mail on file in case you need to refer to it or provide additional copies down the road.
=> When you receive an e-mail that is blatantly rude or obnoxious and is not based in fact, think about if there is any constructive reason to have to respond. If the tone is so bad that you feel your blood pressure rise, wait until the next morning at the very least to even think about if you need to respond at all. Your ego is not large enough (I hope) to have the need to defend yourself when faced with incorrect accusations or personal digs, especially from folks who dont know you. Dont lower yourself to their level by responding to this type of e-mail in kind. You are better than that!
=> If someone e-mails you because they are misinformed, did not take the time to read the information on your site or a post somewhere online or possibly could have made an honest mistake, kill them with kindness and give them the benefit of the doubt. Most truly do not know how they are perceived by virtue of their lack of e-mail skills, nor do they expect you to take them at their word. All too often youll hear I didnt mean it that way.... Well, I have a saying around here, if you type it, youd better mean it.
=> Folks who e-mail in this manner simply do not realize the power of their words and the tone they are setting. And, unfortunately, some simply dont care. Point out in a courteous manner the information to correct the issue or point them to the area on your site or elsewhere that has the info they seek without personalizing the issue. Thank them for contacting you, sign off in a professional manner and hold your head high knowing you just provided a level of courtesy that is quite rare online. You may even be surprised when that very same Netizen sends you a thank you e-mail! That being said, with some folks there is nothing you can do to sway them. You can be correct, courteous and clear and it wont matter - they simply will not admit to being rude, misinformed or plain old wrong. Dont take it personally, feel sorry for anyone with a mind that closed and move on.
Because you have a Web site, are visible in online forums, or are available via e-mail in no way means that you have the responsibility to respond to those who do not communicate with you in a respectful courteous manner. And, most likely those who do not communicate with courtesy and knowledge are folks none of us would care to form a relationship with or do business with anyway. So, dont let worrying about loosing that online friend or business lead have you lower your standards in regard to how you want to be treated.
I receive on average over 600 e-mails each day. Most are positive and many are simply wonderful written by great people across the globe who have been to one of my sites and are asking my assistance or advice. However, for those increasing number of folks who think they can just e-mail and make accusations, demands or requests without a hint of courtesy or consideration, well, they wont be hearing from me - DELETE!
About the Author:
Judith Kallos is an authoritative and good-humored Technology Musewho has played @ for over a decade. Check out her popular E-mail Etiquette site @: