Tag Archives: outlook

Just checking the e-mail…

iOS e-mail

What’s the first thing you do in the morning? What’s the first thing you do when you sit down at your desk at work? I suspect you are probably checking your e-mail? It wouldn’t surprise me that you leave your e-mail client (like Outlook) open all the time and respond as those little pop-ups appear on your screen. So how often do you check your e-mail?

Actually I would think that if you are reading this blog, having seen the link on social media, that your answers to those questions would differ from the norms of the behaviour of most people in the workplace.

For many people e-mail is their work. Usually the first activity when arriving at work (after making a coffee of course) is checking the e-mail. Then throughout the working day the e-mail is checked and checked again. Productive activity is interrupted by those lovely notifications popping up. Mobile devices like the iPhone suddenly make e-mail even more accessibly, those red numbers going up and up and make it essential the e-mail is checked again, even when travelling, at home and at weekends. Work is e-mail and e-mail is work.

I find it interesting how often we default to e-mail as the main communication tool, to the point where it replaces other forms of communication or discussion. People also often use e-mail for various activities that really e-mail wasn’t designed for.

Continue reading Just checking the e-mail…

Please do not send 17MB Word attachments…

As per usual when I am out of the office for a while I get the usual “Your mailbox is over its size limit” as I do send and receive a large amount of e-mail (even more so when I am out of the office as it is my main form of communication).

Please do not send 17MB Word attachments…

Now it’s very difficult to archive from a remote location, so I do go through and trim a few e-mails and download and then delete large attachments.

However was very surprised to see literally one day after doing this he “Your mailbox is over its size limit” message again, I checked I hadn’t received any new BIG e-mails for a while, so I thought I know I suspect that an all staff e-mail with a large attachment had been sent round.

And boy was I right!

Somone (who shall remain nameless as this is a public blog) had sent for sending to all staff an e-mail with a single Word document as an attachment.

This Word document was a single page document, with some pictures on it.

This Word document in terms of file size was large, nay huge, nay really really BIG!

It was 17MB, that’s right seventeen MB!

17MB for a single page document!

Obviously the person who had created the document had taken some photographs with a digital camera and inserted them into the word document, resized them so they fit on the page, but not resized them in terms of file size!

17MB for a single page document!

Now with other a thousand staff, that means the mail server was choked with 20GB from a single e-mail!

I suspect I was not the only one who received the “Your mailbox is over its size limit” e-mail this weekend and I suspect that there will be a lot of people who will be very annoyed and will just delete the Word document without opening or downloading it.

Really that file should have never been sent, posted as a link perhaps (but would you download a 17MB Word document).

I did go ahead and print it as a PDF and got it down to 300KB without trying which is still large, but so much better than 17MB.

Maybe next time a simple text e-mail would have sufficed.