Should You Use The Scan To Email Feature Of Your Printer
Scan to email may look like a quick and effective way to scan a document and send it online. And it is, just not for every document and recipient.
One of the main disadvantages of using the scan to email feature is the risk that the document wont reach its recipient.
When youre using the scan to email feature, its harder to check that the email address youre entering is correct because you may not receive an error message if you entered it incorrectly. You wont receive any warning if the intended recipient has changed their email address or if their inbox is full either.
Recipients also cant reply to a message delivered from a printer as the return email address will show as a no-reply address. You can rarely customize your message, and you wont hear back from recipients if they try to contact you using the email address on the message.
If you want to use the scan to email feature, you should only do it when you can personally confirm that the email reached its destination, and you should only use this function with documents that arent very important as they might not get through on the first try.
So, what should you do instead?
Ways To Quickly Attach Excel Files To Emails
Bottom line: Learn how to quickly attach Excel files to your emails. These techniques and keyboard shortcuts can work for any email client including Outlook, Mac Mail, and Gmail.
Skill level: Beginner
If you work with a lot of Excel files, then chances are you also email a lot of Excel files. There are probably a million different ways to attach a file, and some of those ways can be painfully slow.
You can end up spending a lot of time navigating through folders to find the file you want to attach. Then repeat that process if you realize you need to make a change to the file, or you’re not sure if you saved it.
If that sounds familiar, then this article should help speed up this process.
Organize Large Email Files With The Clean Email App
Clean Email is an inbox cleaner solution that will help you keep your mailbox clean and organized. Its features “Smart Views,” “Auto Clean,” and “Quick Clean” will prevent you from getting overwhelmed cleaning out the hundreds of messages sent to you every week. If you receive a ton of large messages, this app will be the perfect tool to locate, organize, and remove them from your inbox to avoid your server from being slowed down.
The “Smart Views” feature automatically sorts through your messages and combines emails larger than 10MB into a separate folder. The “emails larger than 10MB” folder will allow you to determine which messages need to be deleted to free up space, which email attachments can be saved to your cloud or desktop, and which emails need to be kept without externally saving the file.
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Should You Mention The Attachment In The Email’s Body
Like with most other forms of communication, you need to follow some rules and guidelines when communicating by email. When it comes to email attachments, it is recommended that you mention the attached file somewhere in the email’s body before sending it, in both formal and informal situations.
Although it is usually easy to recognize an email that has attachmentssince it comes with an extra icon next to the subject line that indicates the presence of an attachmentsome recipients do not open emails with attachments unless they know exactly what they are and where they come from. Usually, the reason for this is to avoid exposing themselves to a potentially malicious attachment, such as a computer virus, that could affect their device or other files.
Protect Your Documents And Files Using A Strong Password
The first option is to protect the document you want to send with a password before you attach it to your email. To do this in Microsoft Office, follow these steps:
- Open your file.
- Click on File> Info> Protect Document .
- Select Encrypt with Password.
- Re-enter your password again to confirm it.
- Save the file.
Once done, you can attach your document to the email and send it to the intended recipient. Dont forget to send the encrypted file password in a !
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Emailing A Document As An Attachment In Onbase
Audience: Faculty, Researchers and Staff
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You can email a document from OnBase.
Please note that you will need to make a formal request enable doc types to use the email function. See details below on Requesting a Doc Type Policy 302 Categorization Review.
* If the Email Recipient option is grayed out, then the security on this document type needs to be lowered. This request must come from the department’s Point of Contact and be made toDoIT. All Document Types in OnBase are classified as Category 3 according to theUniversity’s P302 Sensitive Information Classification Policy until it is requested to be changed.
Note: The Chrome broswer must be configured as your default Web Browser application
How To Email A Report Or Document
You can send a report, document, or dossier to any email address. You can also email a report, document, or dossier directly from the folder in which it is located.
For steps to email a dossier, see Sending a dossier in an email.
You must have the Use Send Now privilege.
To send a report or document to the History List, you must have the Web Subscribe to History List privilege.
To send a link to the location of a report or document in the History List via email, you must have the Use Link to History List in Email privilege.
To use the bursting functionality to split a report or document into multiple files, the following prerequisites must be met:
- The report or document must contain at least one attribute in the page-by.
- You must have the Create File location privilege.
Read Also: How Do I Recover Deleted Emails From Gmail
How To Use Your Printers Scan To Email Function
Every stand-alone scanner or a multifunction printer has a slightly different bunch of steps to execute the scan to email process. But, overall here are the broad steps that need to be followed, across devices, to scan and send documents:
Time Required10 minutes
Once the file is scanned and sent, you will receive a confirmation message.
How To Use Signaturely To Send Email Documents Securely
Signaturely is an e-signature solution that allows you to electronically sign documents online. You can create your digital signature typed or drawn and add it to easily uploaded documents. You can then send these documents to other contract parties.
With Signaturely, your data is safe. The application has robust firewalls in place to ensure no breaches occur. Your valuable information is hosted in Amazon-managed data centers. The platform also uses 256-bit encryption as another added security measure.
The process of signing and sending a document via email is really easy with Signaturely. Heres how it works, step-by-step:
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It’s Easy To Attach Documents Or Images
- Wichita Technical Institute
It’s easy and efficient to attach a file from your computer and send it in Gmail. Sending multiple files is just as easy, and it works with documents you cannot easily re-create in an email as well.
How To Send Large Files Through Gmail
Trying to email files over 25MB seems like a nightmare when you don’t know how to email large files with Gmail. The best way to email files over 25MB is to upload the document, photo, or video into Google Drive. You have two ways how to do send it:
Both ways are sufficient and can be done by simply opening Gmail on your computer and composing the message.
To insert the document, you’ll want to:
Also Check: How To Find My Icloud Email Address
How Clean Email App Can Simplify Inbox Management
Clean Email is an inbox management tool that helps users uncluster their mailbox fast and with ease. In a world where everyone is attempting cold calling, your inbox can be messy in a short time, making it difficult to find important emails.
The app takes away the stress of having to delete emails one at a time manually and helps automate the process to keep your inbox clean at all times. Visit Clean Emails features page to see all you can do with the tool.
High Fines Increasing Financial Losses And Damaged Reputation
Of course, sending data to the wrong people isnt the only issue. Data security and privacy regulations are also a big concern.
We mustnt forget that sending unprotected files containing sensitive information via email also violates many regional and industry-specific data protection regulations, including:
Such violations may result in costly fines and lawsuits. And these fines arent something you can likely ignore for example, a fine for a GDPR violation can cost a company up to 20 million or 4% of its annual turnover.
The impact wont be only financial, though. The company also may lose the confidence of their customers, shareholder,s and partners due to negative press and reviews. Would you purchase a health insurance plan from a company that suffered a data breach? Of course not!
After all this, its easy to understand why protecting your messages matters and why sending documents securely via email is so important: the impact of a leak can quickly generate revenue losses, reputational damages, lawsuits, and fines just to name a few issues.
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Send Google Drive Attachments In Gmail
If the file or files you want to send in a Gmail message are stored on , you have the option of sending them as an attachment or sending a link.
Select Compose to a new email message or create a reply to a message you received.
Choose the Google Drive icon on the message window to insert files using Google Drive. A new window opens.
Select the file or files you want to send and choose how you want to attach them by selecting Drive Link or Attachment at the bottom of the window.
Any files stored in Google Drive can be sent as links. Only files that weren’t created using Google Docs, Sheets, Slides, or Forms can be sent as attachments.
Select Insert. Send the message whenever you’re ready.
Password Protect Your Files Before Attaching Them
One of the simplest ways to ensure the safety of your documents is to password protect them. To do this, you assign a unique password to a single digital file or multiple files. The file or files cannot be read, edited, or deleted without the password.
When it comes to sending documents via email, using a password to protect your files is a great strategy to ensure theyre secure.
Recommended Reading: How To Send Pictures From Samsung Phone To Email
How Do You Attach Files To Emails
Well I hope one of those methods helps you save a little time with attaching emails. Like I said, there are probably a million different ways to go about this.
Another popular method is to drag and drop the files from Explorer or Finder, into the body or attachment section of the email.
Please with your preferred method. I would love to learn some new ways to do this. Thanks!
Guide: How To Send A Video Through Email 3 Methods To Share Any Video Files
Whether youre a new email user or facing the problem that embedded videos in emails are too large to send, here you will learn how to send a video through email smoothly. Meanwhile, if you meet unsupported video file when you embed a video in an email, this video converter is useful to convert and compress videos for easy sharing:
While advanced communication methods including mobile phones and online social networking tools make is exceptionally convenient to contact with others, many people still like to share messages, videos and other files via e-mail. Waking up in the morning, many people are still used to having a cup of coffee and then open the mailbox. Generally, email still plays an important role in daily life and work. In some cases, people have to deal with large video files but dont know how to send a large video with emails. Typically, you may find your videos beyond the maximum size limit and cant be emailed whatsoever. Then, the following tutorial will show you how to send a video through email fast and smoothly, even for large videos. Lets go deeply into the details.
How to Send Large Videos through Email
Most unsupported video issues in emails result from oversized videos.
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Determine What Files You Wish To Send
Before writing the email, you should know exactly what file you are about to send and where it is located on your device’s hard drive or memory drive. Knowing what file or files you are about to send is important because you need to mention them in the email’s text, and knowing their location can help you quickly locate and attach them before sending the email.