How to send documents by e mail

Sending documents by email is a common practice in today's digital age. Here's a step-by-step guide on how to send documents by email:

Preparation

  1. Choose the right file format: Make sure the document is in a format that can be easily opened and viewed by the recipient. Common formats include PDF, Word (.docx), Excel (.xlsx), and PowerPoint (.pptx).
  2. Save the document: Save the document to your computer or device.
  3. Check the file size: Ensure the file size is reasonable and won't exceed the recipient's email attachment limit.

Sending the document

  1. Open your email client: Launch your email client, such as Gmail, Outlook, or Yahoo Mail.
  2. Compose a new email: Click on the "Compose" or "New Email" button to start a new email.
  3. Enter the recipient's email address: Type in the recipient's email address in the "To" field.
  4. Add a subject line: Enter a brief subject line that describes the document and its purpose.
  5. Attach the document: Click on the "Attach file" or "Paperclip" icon to attach the document to the email.
  6. Select the file: Choose the document you want to send from your computer or device.
  7. Enter a message (optional): You can add a brief message or introduction to the email, explaining the purpose of the document.
  8. Send the email: Click on the "Send" button to send the email with the attached document.

Tips and best practices

  1. Use a clear and descriptive subject line: This helps the recipient quickly identify the purpose of the email.
  2. Use a relevant and concise message: Keep the message brief and to the point, so the recipient knows what to expect.
  3. Check the file size: Ensure the file size is reasonable to avoid issues with email delivery.
  4. Use a secure email service: Consider using a secure email service, such as Gmail or Outlook, to protect your documents from unauthorized access.
  5. Use a password-protected attachment (optional): If you're sending sensitive documents, consider using a password-protected attachment to add an extra layer of security.

By following these steps and tips, you can easily send documents by email and ensure they arrive safely and securely at their destination.