Email attachments: What are they and what kind of formats can they be sent in?

E-mails are an important part of our work or studies, because thanks to them we can send and receive information to different people anywhere in the world.

It is very useful to send files or archives so that the recipients have them in an easy, fast and simple way. You can send any file format, no matter the size of the file.

In order for you to know everything about sending an email attachment, you should read the end of this post. In addition, we will show you what the maximum weight allowed is and where it is stored according to the email platform you use.

What is an email attachment?

When we have to send an email and send the sender certain information that we cannot include in the body of the message, either because of its size or format, we need to incorporate a file or any other information that will be attached to the email. The latter is what is known as an email attachment.

The procedure for attaching an attachment is very simple, although it will depend on the messaging platform we use, usually represented by a clip icon. We simply have to click on this and immediately a file browser will open to choose the one we need.

We must take into account that there are different kinds of attachments that depend on the coding or not, being UUEncode, base64, binhex and quoted-printable the most used forms. In addition, we can also classify these attachments according to where they are stored. But we’ll see this topic later on

What formats can I attach to an email message to share?

Among the great variety of email platforms that exist today we can use any of them since they support a very wide variety of file formats that will be sent to our recipient.

The most common extensions are as follows:

  • txt: This is the format of an Excel file, so we can send any version of a spreadsheet. Also included in this kind of extension are xls and xlsx.
  • doc: We also have the possibility to send a Microsoft Word file, with which we can attach images and videos. As with Excel, we would have to name the word processor versions as docx.
  • pdf: If we need to send a file that has a storage format with which the recipient cannot modify it, or can see it with the same appearance with which we sent it, we can use this Adobe extension.
  • zip: This type of format is ideal for sending a complete file or a large file. To do this, we must compress it before sending it to the person who receives our email, when it reaches the sender will have to decompress it and just open it.
  • pptx: From an email we can also send files with a Power Point storage format. This kind of attachment that we send by email will allow you to view the slide show. As with other formats we can also include pptx versions.
  • rtf: This extension must be included within the text extension, with some variants introduced by its manufacturer Sun Microsystems, Inc.
  • ods: It is also developed by Sun Microsystems and is compatible with a Microsoft Excel spreadsheet. The same is true for a word processor with the extension odt.
  • wav, aiff or au: Another kind of files that you can send as an email attachment are those belonging to audios in which we can find these.
  • avi, mpg, h264, mov, wmv: As with audio we can also have attached files to send videos.

What is the maximum weight for an attachment in an email and how to send larger and heavier files?

In the case of Gmail you will be able to attach files up to a maximum of 25 MB, but you will receive up to 50 MB, this is because you may be using different kinds of platforms. Other mails like Yahoo! support up to 25 MB to send and receive.

Hotmail and Outlook have a smaller capacity of 10 to 20 megs.

But how can we send information that is larger than these platforms allow? The answer is easy, for this kind of situation we must host what we want to send in the cloud and send the recipient of the mail a link from our archive.

To send an attachment through Gmail, you’ll need to complete these steps:

  • Select “Write”.
  • Click on “Attach Files”.
  • Press “Attach”. A file browser will open where you must choose the documents you need to send.
  • Then select “Open” and after a few seconds the file will have been loaded correctly.

When you want to send an email from your Android you will do this guide:

  • Press “Write”.
  • Select “Attachment”.
  • Choose the file you want to send.

For iOS mobiles, you’ll need to do this:

  • Click on “Write”.
  • Then press “Attach”.
  • Find the file or file you want to send.

All these steps are possible when the file or archive is small. In case we need to send a big document, we will have to compress it through some special program. In our case we will choose WinZip.

Once you have downloaded this app, you will follow this procedure:

  • Go to “Home” and choose “File Explorer”.
  • Right click and then choose “Send to”.
  • Select “I Agree”.

In case you want to do it directly with Windows 10 you can choose the file, look for the option “Send to” and click on “Compressed folder (in zip)”.

Where are all the documents I attach to my emails stored and how can I access them?

This is one of the most vulnerable situations we have in our major mailings. Many times we do not know where the messages are hosted and what security they have, since there is the possibility of saving them in the server or directly in our PC.

Next, we’ll show you the two most used email platforms and you’ll find out where emails are stored on each one:

In Google Gmail

Gmail attachments are stored on the server; only the header is downloaded to our mobile device or computer.

But the server has a restricted capacity of GB, according to this, once we have reached that limit, Google will notify us of the situation so that we can store it in some disk, or delete the emails that we no longer need. In case we do not free the server space, we will not be able to receive emails and the senders will get a sending error.

In order to delete your emails you must go to your inbox and manually select one by one, or by pages, all the emails you want to discard.

In Microsoft Outlook (Hotmail)

Unlike the previous case, when we use an Outlook account, either from any platform that we synchronize our email, the emails will be downloaded to our computer. We have the option, at the time of the configuration of the account, to choose whether we also want them to be saved on the server or deleted from it.

In order to perform this option and remove it from our server you must go to “Account”, then “Settings”, click on “More settings” and choose “No” in the section “Save to mail server”.

E-mails are an important part of our work or studies, because thanks to them we can send and receive information to different people anywhere in the world.

It is very useful to send files or archives so that the recipients have them in an easy, fast and simple way. You can send any file format, no matter the size of the file.

In order for you to know everything about sending an email attachment, you should read the end of this post. In addition, we will show you what the maximum weight allowed is and where it is stored according to the email platform you use.

This post is also available in: Português (Portuguese (Brazil))

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