Message Sizes and Attachments

• Attaching non-text files (Word, Excel, PowerPoint, for example), graphics (JPG and GIF, among others), and multimedia elements (like video) to an e-mail message can quickly overwhelm a recipient’s inbox and/or the mail server. As these attachments result in significantly larger message sizes, avoid using them unless absolutely necessary.
• Be aware of the size limitations enforced by the company’s email administrators, and govern your activities accordingly to ensure all messages get through.
• Use alternative methods, like FTP and network-based file services, to transfer files that exceed these limits. Do not use the email system as a quasi-file management system.
• Also consider posting the message to a web site, then e-mailing the URL to your recipient. See the URLs section below for specific guidelines.

  File Formats

• If you do have to attach a non-text file to a message (for example, a Word document or an Adobe Acrobat PDF file), make sure that the recipients have access to software that will be able to read the file. Do not assume, for example, that everyone can read the file format you are using.
• In particular, if you are using a relatively new version of a package, ensure that the people to whom you are sending the file are also using that version. Older versions of the software may not be capable of reading files created with the upgraded program.

URLs

• Although most mail programs allow the reader to double-click on a URL to open the Web page in the default browser, do not assume that this is universally the case.
• Consequently, spell URLs out completely, each one on its own line and separate by sufficient white space above, below, and on either side.
• When using links, it's best to copy and paste them into the e-mail message. Avoid manually typing them in, as even one mistake can render the URL useless.
• Follow the same process for email addresses and other Internet-specific addresses.

This blog is part of the Email Best Practices Series.  Check out the other blog posts in the series: 

• Sending
• Maintenance
• Smartphones
• Security
• Forwarding & Redirecting