How to Send Email With Attachments Safely


There are some important considerations when sending email with attachments. This article will explain the best practices for delivering these files. Read on to learn more about the size limit, virus protection, and MIME encoding. And don’t forget to check out the Size Limit Guidelines. Whether to send an email with an attachment depends on your email provider, but there are also best practices when sending large files. So, get ready to share your most important files safely.

Best practices

When sending email attachments to clients, make sure they’re easy to download. Uncompressed photos and large files can take forever to download. ZIPping your files will make them smaller, and sending them as universal file types is the easiest way to send them. If you’re sending many files, consider making each one easy to find by naming the file names in your email signature and subject line. To make sure your emails get read by everyone, consider removing unnecessary attachments from your emails.

Size limit

To ensure that your emails aren’t bursting at the seams, you should set a system-wide size limit for email attachments. Large files passing to SMTP can slow down the system and cause denial of service to other users. The system location for email attachments must be specified as well – ideally not on a client computer but on a server or share. Here are some options for you to consider:

Viruses

Viruses in email attachments are among the most common forms of computer malware. They gather personal information without the victim’s knowledge and can cause a large amount of damage in a short time. These viruses are usually sent through phishing emails and spread by forwarding or sharing infected documents. Spambot programs also spread the virus by harvesting email addresses and building mailing lists to distribute spam. The goal is to get personal information from the recipients of spam emails.

MIME encoding

Email applications typically encode attached files using MIME. This is an industry standard. When you send a file, your email application filters out non-readable bytes and encodes the file’s content using MIME. When a recipient opens the message, the recipient’s email program decodes the file and reassembles it as it would if it were sent in the original format. The recipient can then view and print the file.

Filing

Outlook provides several options for filing email attachments, including the ability to file them one at a time or all at once. By selecting the appropriate option, you can easily file all attachments with the email you’re working on. You can also set the default filing details for each attachment, which are shown in the Preview pane. If you’re unsure of what to file in your email, you can check the Filing email attachments by default option in the Outlook menu bar.

Avoiding mistakes

If you often send email attachments, be careful to read them thoroughly and follow these tips for email etiquette. For example, don’t reply to “all” or “CC” people – these can create an unorganized thread of messages, and they may not even receive the email. Instead, reply to the person who received the attachment as the main communicator and relay the necessary information. Also, don’t forget to attach the document before sending the email, as this will prevent unnecessary embarrassment and awkwardness.

Using AutoFile

If you have multiple clients that share the same email address, you can set AutoFile to automatically file emails with email attachments. You can easily specify which client to file emails with by selecting the Include in AutoFile checkbox. Outlook will display a list of clients that hold this email address. If you want to exclude emails from your In Tray, click the “Exclude from AutoFile” option.