How do you test and troubleshoot your email attachments and links before sending them?

To test and troubleshoot email attachments and links, first, verify the files are correctly attached and open them to ensure they function properly. Check all links by clicking them to confirm they lead to the correct destinations and are accessible. Use email previews to see how the attachments and links appear to the recipient. Finally, send a test email to yourself or a colleague to ensure everything works as expected before sending it to the intended recipients.

Testing and troubleshooting email attachments and links before sending them involves a few key steps. First, verify that the attachments are correctly formatted and free from errors by opening them on your device. Second, check the file size to ensure it's within the allowable limits for your email service. Third, click on all links included in the email to confirm they direct to the correct webpages and are not broken. Fourth, send a test email to yourself or a colleague to verify that the attachments and links work as intended. Finally, ensure that the email content is clear and that the attachments and links are appropriately referenced.

Attachments: Confirm correctness and size of attachments; Ensure compatible formats; Optional: preview attachments. Links: Test internal and external links; Check security protocols; Ensure short URLs (if used) are valid. General testing: Send to a test address; Avoid spam practices; Verify mobile device preview.

Bouncebacks are always a pain because a file is too large or they never receive. It is important to remember that because your company has large file sizes, they can receive does not mean everyone does. If the attachment has to be in the uncompressed format or original, send it via Dropbox, Google Drive, or One Drive. If you can compress the file that is another way to just attach to an email. The last thing you want is a bounceback, or it gets lost in tech space, and the person never receives it.

Ensure Compatibility: Verify the size of your attachment is within the limits allowed by email providers (often around 20-25 MB). For larger files, consider compressing the file or using cloud storage solutions like Google Drive, Dropbox, or OneDrive. Optimize File Size: Reduce the file size (especially for images, PDFs, or videos) without compromising quality. Large attachments may slow down the email or fail to deliver.

Asking the recipient what format they prefer is honestly the easiest way to approach -- if it's for a large email list, I recommend a survey!

Test the File on Different Devices: Before sending, open the attachment on multiple devices (PC, mobile, tablet) to ensure it appears correctly across platforms. Check Compatibility: Confirm that the file format is universally accessible (e.g., PDF instead of DOCX). Ensure the recipient has the software to open the attachment, or opt for more compatible formats. AI Assistance: AI-powered tools can help convert files into more accessible formats or check for potential issues in file readability.

If I am sending something that is out of the norm, I test it by sending it to another email account to see how it looks on the other end. I also view it on my phone, as many people will look at things on their phones. Testing and ensuring it is formatted correctly before you send it to the masses is a must, as it will save you an enormous amount of time.

Click All Links: Before sending the email, click each link in the draft to ensure it directs to the correct webpage or resource. This prevents broken links or wrong destinations. Check Shortened Links: If using shortened links (like Bit.ly), make sure they are correctly formatted and lead to the desired page. Some security filters may block shortened URLs, so consider providing the full link if possible.

Links are great, but if you have sent a link set to expire at a certain time, it is important to let the receiver know of the expiration date. Another item to test several ways before you send it out is to test from your phone and other email accounts to ensure that when the link is clicked on, it goes where you intend it to go and that the person receiving it already has permission to open it and view it.

I am not a super tech head when it comes to this but what I can tell you is I am just as effective as one because.... I put myself in the shoes of the end-user and if something is not working I never send it out, therefore troubleshooting becomes part of my sense checking. I open and test each embedded link, attachment in the eyes and simplicity of the recipient, I find I reduce those bounce-back issues. It also helps you understand if the file sizes or format of the attachments are going to work across typical platforms, just by acting as the end user before sending it out to the end user. NETWORK LEARN GROW