Reasons you should not send file attachments in email

Before you send that attachment via email, please consider these points:


::: Number 5

There are far more reliable ways to send files than using email: Microsoft OneDrive, Google Drive, Dropbox,, Cubby, iCloud and many more. 


::: Number 4

You take a risk that your email will be marked as spam and missed by the recipient.  Anti-spam tools may mark your attachments as spam causing it to be moved to a spam folder out of view of normal users.  If your recipient is not well verses in email procedures, they may not be able to find your file.  Not everyone knows the ins and outs of their email client.


::: Number 3

File attachments cause extra load on email servers.  Not only does it take longer to send the email because of the size, but it gets scanned by multiple anti-virus and anti-spam programs along it’s route.  Depending on the number of email users, the number of attachments sent by everyone and the number of attachments coming into the servers, that delay can be minutes or even several hours, depending on the loads.


::: Number 2

There is no official standard among ISPs and Email Service Providers in general as to the allowed size of email attachments.  While your company may allow a 50 MB file to be transferred in email, others may not.  You may not be aware, without research, who you can send that larger file to or which email attachment you need to split into separate emails.


::: Number 1

You take a chance that you will need to resent the email or find another way to deliver the attachment to the recipient which causes more work for you and for the person on the other end.

How Important is your Data?

Recently I had a conversation that started something like this, “Good Morning.”

“Ever get that feeling of impending doom?”, the caller said immediately.

“Not usually the first thing your IT person wants to hear before morning coffee, but okay, I will bite”, as we started in to address the issue at hand.

It turned out there was no real technical problem involved other than the absolute fact that the customer did not feel her data was safe on her computer. No reason other than a feeling she had when she got up that morning.  Is her important data safe?

Obviously the feeling had escalated to the point she was to near panic when she called me. She was sure something terrible was going to happen that would cause all her data to disappear into oblivion, never to be seen again.

Luckily she was using one of the on-line backup services that I recommend from Idrive. I eased her fears fairly quickly by setting Idrive to send her an email each time her backup completed. I am sure similar services such as Mozy or Carbonite have similar features as well. I am just not familiar with those setups. Fortunately she had no high magnitude disaster or fatal meltdown. Her important data was safe and sound.  If you start to get that feeling of disaster (if you are using Idrive) following these steps:

Open IDrive
Click on Schedule Backup (at the bottom)
On Scheduler, Email notification is in the lower right corner. Click Notify Always
Enter your email address where is says Mail To:
Press the Plus sign to the right to add it to the list.
Select the check box to Send log extract if you want it all

You will get an email each time there is a scheduled backup. With the ”Send log extract” selected you will get the full log in your Inbox. If your Inbox is already overflowing, you may want to select the option to ”Notify on failure.” This will skip the emails when everything is working fine and email you when there is a problem.

Now go have your coffee and read a book.