New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Start learning with our library of video tutorials taught by experts. Get started

Writing Email
Illustration by Neil Webb

Including attachments


From:

Writing Email

with Judy Steiner-Williams

Video: Including attachments

Email attachments can create all types of Ever sent the incorrect attachment?

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Writing Email
1h 13m Appropriate for all Apr 01, 2014

Viewers: in countries Watching now:

Discover the secrets to writing powerful emails your colleagues will read and answer by crafting your message and delivery. In this short course, author and business writing professor Judy Steiner-Williams shows you how to write emails for maximum readability and impact. Discover how to craft a compelling opening, how to message the right people at the right time, and how to leverage etiquette to use email as one of many communications tools.

Topics include:
  • Using email as a communication tool
  • Understanding the right time and the right tone to strike
  • Crafting strong subject lines and messages
  • Respecting confidentiality
  • Copying and bcc'ing
  • Including attachments
Subjects:
Business Business Skills Career Development Writing Communication
Author:
Judy Steiner-Williams

Including attachments

Email attachments can create all types of problems from simply forgetting to add the attachment to sending the wrong attachment, to sending it in a format the reader can't open. Although these situations are aggravating, they can usually be remedied. Much more serious issues are sending a large attachment that could shut down the receiver's server, or fill the inbox, causing subsequent emails to bounce. Also, many computer viruses that completely wipe out all the files on a company's hard drive are sent through email attachments.

So let's look at what you can do to send and receive efficient and safe attachments. Oops, I forgot the attachment in my previous email or, guess it would help if you actually had the attachment. Ever have to send one of those embarrassing messages? I certainly have. You hit Send, and the second you let go of the Send button you realize you forgot the attachment. Since the entire point of the email is to send the attachment, you might try to get into the habit of adding the attachment before composing the message. Of even more help are programs, G-Mail for example, that will look for words such as attachment, and will alert you that you may not have attached anything after you hit Send, but before the message is actually released.

Ever sent the incorrect attachment? To keep this from happening, after you attach the file, open it from the email before you send it to double check that it is the file you intended to send. If a file has been edited and the file names aren't clear, the incorrect version may get incorrectly attached if each version wasn't clearly named. Another concern is being sure the recipient can view the attached file. If you aren't certain what types of files your recipient can view, consider using plain text. Avoid bold and underlines and fancy formatting for example.

These may look fine on your computer, but the message may look strange to the reader or completely unreadable. If you want to preserve all the formatting and graphics, you might convert it to a PDF file. Most recipients can open PDF files because they are not operating systems or software specific. Free software is available for the conversion. Next, consider the size of attachment and the number of attachments. Large attachments or multiple attachments, which can add up very quickly, could shut down the recipient server.

Be aware that the receiver system may have a limit to what can be received. Most email applications can send and receive attachments up to 1 megabyte. If you need to send a larger file or multiple files, you could compress it or zip it. Those actions, however, come with their own set of issues. For example, many mobile devices can't open ZIP files. Another possibility is to consider if the information you want to attach is available on a web page. If so, you could include that link in your email message, rather than sending a large attachment.

What if you are the recipient of an attachment? All recipients should be wary of unsolicited attachments, even those that look like they are from a trusted source. Viruses can duplicate return addresses making the message look legitimate. If possible, check with a person who supposedly sent it to make sure that it is legit. If you have to open an attachment before you can verify the source, be sure your company software is up to date. Many systems automatically update patches. Or you might also check to see if your email program will allow you to disable the automatically download attachment feature.

If so, turn it off. So, before you attach that next file, or open an attachment you've been sent, consider these important issues. Is the correct file actually attached? Will the format be readable? Can the file be opened? And is it virus free? Taking precautions before sending or opening that next email attachment is well worth the extra effort.

There are currently no FAQs about Writing Email.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Writing Email.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Notes cannot be added for locked videos.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.