Email Attachments Made Easy — Reliable Delivery Strategies

I do the scheduling of the flood irrigation for our street, sending out an email every 2 weeks to 75 people. It consists of a JPEG (different each time), then a standard message pasted from my clipboard, and then the schedule as a pdf. 

Then, when my preset alarm would sound, I could send it from my phone no matter where I was.

Since I upgraded, I make up the email on my computer, and it is saved as before and shows up on my phone, except that the JPEG and PDF do not show up on my phone, only the text shows up. When I send from the phone, all that sends is the text.

It doesn’t make any difference if I attach the JPEG and PDF, or drag and drop them.

If I send it from my computer, all 3 will send.

Hopefully someone out there will know if there is some little box or something that has to be checked or unchecked.

A mystified computer user

There are several things that affect email attachments getting delivered with your emails.

1. Attachment Issues: It’s possible that the attachments you’re including in your emails are getting blocked during the delivery process. Here are some potential reasons to consider:
   • Display Images: Most email reader programs have a feature to reduce Internet download size and increase privacy, by not download images until you click “display images” or similar.
   • Attachment Size: Many email providers, including Hotmail/Outlook, have limitations on the size of attachments that can be sent. If your JPEG and PDF files are too large, they might not be getting through. You could try using cloud storage links, such as Dropbox or Google Drive, for larger attachments and provide the link in your email.
   • Attachment Format: Some email services might block certain attachment formats. To ensure compatibility, you might want to consider using widely accepted formats for your attachments. JPEG is “standard” but some graphics programs might use non-standard headers or formats. PDF is “pretty standard”, check the options in your software so nothing not necessary is included.
   • Spam Considerations: Attachments with large images and minimal text can sometimes trigger spam filters. To avoid this, try balancing text and image content in your emails.
   • Check Email Headers: Check the “source code” or “headers” of the email you receive, it usually mentions problems with emails. There are Email Header Analyzers online.
2. Email Service Providers: Hotmail and Yahoo are known for their deliverability challenges and high spam rates. For more reliable email delivery and a more professional appearance, consider switching to more reputable providers like GMail (part of Google Workspace) or Zoho Mail. These providers offer advanced security features and better deliverability.
   • Domain Reputation: If you have a domain name, configure your domain’s email settings (MX records, DKIM, SPF) to send emails via GMail or Zoho. This can help improve the credibility of your emails and reduce the chance of them from being flagged as suspicious.
   • “Send Later” Feature: Both Zoho Mail and GMail offer a “send later” feature, allowing you to prepare emails in advance and schedule them for sending at a specific time. This would help reduce the steps you have to take for sending these emails.
3. Website Integration: Moving your irrigation schedule information to a website, particularly using a platform like WordPress, could offer several benefits:
   • Publication Control: With WordPress, you can schedule the publication date and time of your content. This ensures emails go out when you want, without you having to manually send them.
   • Display Flexibility: Websites provide better control over page layout compared to emails. You can design your content using text, images, all of WordPress elements, creating a more engaging experience for everyone. Have the PDF as a “download link”. You probably want to have all the information that is in the PDF also be in WordPress as text and images.
4. Email List and Newsletter Services: Consider using email list and newsletter services for improved deliverability and professionalism. Services like Brevo, AWeber, GetResponse, and MailChimp offer features to enhance your email campaigns. You can create professional-looking emails, manage subscribers, and increase the chances of successful email delivery.
   • Integration with WordPress: Many of these services integrate seamlessly with WordPress. You can use plugins (most of them are free) to gather subscribers from your website and design emails directly within the WordPress interface.

These suggestions should provide you with a clearer path forward, to address your email challenges. If you have any further questions or need assistance with any of the solutions mentioned, please contact me, I’m here to help.