Auburn School District



IT Tech Tips Volume 2 Issue 16 Sending smaller attachments via email

ASD email traffic is sent along the “information superhighway.” At times it’s like traveling Interstate 167 during rush hour. One of the culprits in the slowdown is the size of pictures and total email message size. Below are some tips for reducing the size of email content, thus improving the traffic situation.

Windows XP

With the image you want to send open, press the Print Screen button on your keyboard. Then, go to Start/All Programs/Accessories/Paint. Right click in the box and choose “Paste.” This puts the item you are trying to send into the window. Click, File/Save As/ and give the screen shot a name. The Save As Type needs to be JPEG, like the screen shot below. JPEG files are significantly smaller than the default Bitmap files.

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After you save the screen shot as a JPEG, you can send it via email within an email message. In the compose window, you click Insert/Picture and then select the picture you just saved.

Windows 7

If you have Windows 7, the process is very similar.

Click the round Windows Button in the bottom left corner. Click All Programs/Accessories/Paint. Instead of right-clicking to paste the image, you click the paste button in the upper-left, like the screen shot below.

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The process for saving and sending in Windows 7 is the same as WindowsXP.

Below are some other ideas for sending smaller email messages to cut down on traffic.

This is adapted from Microsoft Office Online,

Review best practices for size management when sending pictures and attachments

The following is a list of best practices to use when sending pictures and attachments:

▪ Post or publish large attachments   If you're sending attachments or pictures to someone within your organization, use a file share on your computer or a shared network resource. You can include a link to that location in your e-mail message.

▪ Limit your attachments to under 2 megabytes (MB)   If you must send larger attachments, verify the maximum size of the message that you can send. The Auburn School District has a limit of 10 megabytes on attachments. This is for incoming and outgoing files. Sometimes, the recipient also will have limitations on the size of files that can be received.

▪ Send multiple attachments by using several e-mail messages   Multiple smaller messages have a higher likelihood of being delivered versus one large message. This technique might help you bypass per-message limits, but the recipient's mailbox limit can still be exceeded. Any messages received after a person's mailbox has reached its storage limit are typically rejected.

▪ Use smaller original files   The size of a photo taken by a digital camera is typically large, even when saved in a compressed file format such as .jpg. It's not uncommon for a single picture to be several megabytes. Remember that the size of the e-mail message will increase by approximately one-third while in transit on the Internet. Use a lower resolution setting on your camera when taking a digital photo. Use compressed file formats such as .jpg. In a graphics program, crop photographs to the essential content. Use the automatic picture reduction feature in Windows and Microsoft Office Outlook.

▪ Review your Sent Items folder   By default, a copy of each message you send is kept in the Sent Items folder. This increases the size of your Outlook data file, which count against your mailbox size limit because the sent items are saved on your mail server.

If you have any questions regarding this topic, please contact the Help Desk at helpdesk@auburn.wednet.edu

 

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