In the last issue, I discussed ways to mind your e-mail manners. In this issue, I’d like to look more closely at attachments.

E-mail attachments are a wonderful way to send large files, documents, photos, music, and much more. But when you send or receive that video clip, photo, or document, you can also be sharing harmful viruses. Attachments can also clog up inboxes and, if not properly named, become mystery files.

Here are some e-mail attachment suggestions that will help ensure your attachments get through and keep your recipients from pondering the mystery of the unknown attachment.

Check with your recipient first

A challenge with large attachments is knowing whether your recipients have enough room in their inboxes. If you’re lucky, you’ll get an error message when large files don’t go through. But just as often, you may never know. You may think somebody received the attachment you sent, but in reality, the attachment was too large and your recipient is still waiting on you. Talk about frustration!

This problem has an easy solution. If you’re going to send a large attachment, call your recipients and ask them to free up some room in their inboxes.

Sometimes, freeing up inbox space isn’t enough.

In those cases, a secure uploading Web site, like YouSendIt, is a great option. It’s free and easy to use: just type in the recipients’ e-mail addresses and upload the attachments. You also can create a password. The site sends your recipients an e-mail notifying them that their files are waiting for them. You also receive an e-mail notifying you that the recipient got the attachment.

The thing that came in the e-mail

Make sure to name your attachments properly. If you don’t, not only will your recipients be scratching their heads about what the files are, they may wonder whether they received a virus. Don’t forget: infected attachments are still a top source of computer viruses.

Make sure the names of your attachments correspond with your e-mails’ subject lines. I am just as guilty as anyone about not properly naming my files or giving them generic names, like “file1” or “file2.” Such “mystery files” are unhelpful and can (and should) make recipients suspicious of their contents.

Make sure your attachments have descriptive names, like “HerbicideResistance.doc.” That way, recipients don’t have to solve the mystery of the poorly named attachment — plus this will help you keep your own files more organized.

Natalie Federer, neferer@purdue.edu
 
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