Email attachments are an effective tool for passing along information that doesn't belong in the body of your messages, such as a resume, contract, or portfolio. An email attachment is also a great way to supplement your message, with reports, case studies, and other information.

That said, an email attachment can be much more than a one-dimensional tool for sending files. Also, there are some considerations and best practices to have in mind. But before we get into that, let’s lay out the standard way to add an attachment to an email in Gmail:

  • Click “Compose”
  • Click the paperclip icon for “Attach files” located at the bottom of the pop-up message box
  • Select the files using the file picker
  • If you made a mistake and want to remove an attachment, click the “X” to the right of the attached file name

It’s also possible to send an email as an attachment.This cool little trick is a great way to share an entire email thread with another recipient, giving them more information and context than simply forwarding an email. To do this:

  • Select the email to share
  • Click the “More” icon and select “Forward as an Attachment”
  • Add any recipient email addresses
  • Write a subject line and message body if you feel it’s needed.
  • Click “Send”

While this process is somewhat straightforward, it can get a lot more complicated if you can’t find the attachment you’re looking for. If you’re in sales or marketing, for example, you probably have to wade through dozens of sales collateral files to find a few files for a specific client.

Teamstand can help you find the important attachments you need much faster by automatically organizing and presenting your files right where you’re already working.

To add an attachment in Teamstand:

  • Click “Compose” to begin writing a new email
  • Open the Teamstand side panel, where your files are organized by individual, company, tags, and most recent
  • Click the “Share” icon
  • Select the name of your new message from the dropdown menu

You can share files directly through Teamstand:

  • Open the Teamstand panel
  • Locate the file you want using the individual, company, tags, or most recent categories
  • Click the “Share” icon to automatically start a new email message with your file attached

Considerations When Adding an Attachment to an Email

Although adding an email attachment is pretty straightforward, and made even easier with Teamstand, you should consider a few things to make sure your attachment gets to where it needs to go.

All email clients limit the size of attachments that can be sent. For example, Gmail places a limit of 25 MB on attachments. This is done to avoid overloading the client’s servers. Because of this, you may need to find a workaround when sending large files.

It's common knowledge that most phishing attacks happen through e-mail attachments. Because of this, many people are wary of attachments coming from an unknown sender. If you are sending a cold email to someone like a sales prospect or a potential employer, don't count on them definitely opening your email attachment.

Also because of phishing attacks, it’s possible that an attachment will trigger a spam filter. However, this usually only happens when you send out bulk emails with attachments or use common spam email terms as the attached files' names.

Best Practices for Adding an Attachment to an Email

Because email attachments are an important part of business communications and there are some considerations about how to use them, your company should be following best practices when it comes to adding attachments to company emails.

  • Ensure each attachment has a purpose. Nobody likes getting an email full of attachments that don't provide a lot of useful information. Every email attachment should provide essential information to the recipient. Recipients should also know what to expect when they open an attachment.
  • Use easy-to-understand names for file attachments. Focus on using short file names that are descriptive. Avoid using any special characters that might be confusing.
  • Use universal file formats. In addition to using common file formats like Google Docs, Microsoft Word documents, and PDFs, you should also make sure your media files have universal formats. For example, try to send audio files as MP3s, not M4A files.
  • Zip large files and large collections of small files. File compression is a tool that's been around for decades and it's still in use today. Use file compression to skirt any limitations on attachment sizes or to bind together small files in a convenient package. In Windows, select the files you'd like to compress, right-click, select “Send to”, and choose “Compressed folder”. On a Mac, select your files, control-click, and select “Compress” from the shortcut menu.

Make Teamstand Your Superior Tool for Adding an Attachment to an Email

Don't want to go through the hassle of searching through countless folders to find an attachment? Teamstand is a Chrome extension that automates the organization of digital assets in Gmail to reduce the amount of time you spend searching for files.

Our app presents organized lists of important files in a collapsible panel within Gmail, bringing critical assets to where you’re already working. Like the best apps, it’s intuitive and simple. Contact us today to get free access to Teamstand’s automated digital finding cabinet.

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