Using e-mail attachments has become common practice in the World Wide Web of the 21st century. Although e-mail attachments are common practice, they are not a Best Practice! Using e-mail to send files may not be the most effective method to communicate information. This article provides some suggestions to assist in the delivery of electronic documentation without using e-mail attachments and thus reducing e-mail traffic flow.
E-mail was designed to send short messages, not to send attached files back and forth. Large attachments take longer to “deliver”, use additional bandwidth and disk space on a finite electronic highway. The University of Windsor has set a 10 Mb maximum e-mail size limit including attachments on incoming, outgoing, and internal email. When this limit has been exceeded the sender will receive the following message:
Departmental Recipients on the Novell Network
If your attached file(s) is to be sent to persons within your department, consider placing them in a common/shared folder on the Novell LAN.
University Recipients on the Novell Network
If you require that your file be modified by colleagues within the University of Windsor but outside of your department, consider using a Lotus Notes Team Room, Document Library or the Novell LAN. Contact the ITS HelpDesk at ext 4440 for assistance in creating a Team Room, Document Library or a shared folder on the Novell LAN. IT Services can also accommodate requests for training on Lotus Notes Team Room or a Document Library.
Working on Files Remotely
Many members of the University community require the ability to work on files from different PCs (office and home).
Overview of Attachment Alternatives
Lotus Notes TeamRoom
Lotus Notes TeamRoom is an effective tool for information sharing and collaboration. It is an effective tool for groups working on projects that require in depth collaboration by a project team separated by geography. One can present and share information in the selected TeamRoom database before the meeting. The meeting itself can then be focused on the decision making process.
TeamRoom provides a place where a team can:
Recommended Use: Formal work teams collaborating on a project over a lengthy period of time when members who may be separated by geographical distance require extensive collaboration opportunities.
Lotus Notes Document Library
A Document Library database is an electronic filing cabinet that stores reference documents for access by team members. It provides a method to capture and track information about documents your team may use. The Document Library database provides an efficient means of tracking meeting agendas and providing a storage area for documents that may need to be referenced for an indeterminate period in the future.
Recommended Use: Formal groups requiring a common document library accessible over a lengthy period of time.
The Novell LAN provides a shared network space where files can be shared on a short term basis. Novell is an effective replacement for e-mail attachments being sent within a department.
Recommended Use: Informal group requiring access to a collaborative or read only document for a short period of time.