How do you handle email attachments that are blocked or rejected by the recipient's server?

1 Check the size and format

One of the most common reasons why email attachments are blocked or rejected is that they are too large or have an incompatible format. Many email servers have limits on the size and type of files they can accept, and they might reject anything that exceeds those limits. To avoid this, you should check the size and format of your attachment before sending it. You can use a file compression tool to reduce the size of your attachment, or convert it to a more common format, such as PDF, JPG, or DOC. You can also use an online file sharing service, such as Google Drive or Dropbox, to upload your file and send a link to the recipient instead of the attachment.

2 Scan for viruses and malware

Another reason why email attachments can be blocked or rejected is that they contain viruses or malware that could harm the recipient's computer or network. Many email servers have antivirus and anti-malware software that scan incoming attachments and block anything that looks suspicious or malicious. To avoid this, you should scan your attachment with your own antivirus and anti-malware software before sending it. You should also avoid sending executable files, such as EXE, COM, or BAT, that could run unwanted programs on the recipient's computer. You can also use a digital signature to verify the authenticity and integrity of your attachment.

3 Adjust the security settings

Sometimes, email attachments can be blocked or rejected because of the security settings of the sender or the recipient. Some email clients and servers have strict security policies that prevent certain types of attachments from being sent or received. For example, some email clients might block attachments that have macros, scripts, or embedded objects, while some email servers might block attachments that come from unknown or untrusted sources. To avoid this, you should adjust the security settings of your email client and server to allow the type and source of your attachment. You should also communicate with the recipient and ask them to check their security settings and whitelist your email address or domain.

4 Follow the best practices

Finally, email attachments can be blocked or rejected because of the best practices of the sender or the recipient. Some email users and organizations have preferences or guidelines on how to send and receive attachments, such as the number, frequency, relevance, and purpose of the attachments. To avoid this, you should follow the best practices of your email etiquette and professionalism. You should only send attachments that are necessary, relevant, and appropriate for your message and audience. You should also use clear and descriptive file names, include a brief explanation of the attachment in your email body, and ask for confirmation or feedback from the recipient.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?