Eliminate E-mail Attachments

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Revision as of 12:29, 14 September 2010

Make use of these three tools to reduce the number of files you distribute using E-mail.

Don't send attachments - send links!



Small files (less than 500K) can be uploaded to the wiki.  Here's how:

  1. Click Here (or click "Upload file" on the sidebar)
  2. Click on the Browse button and locate the file on your computer
  3. Change the "Destination filename," if you wish
  4. Enter a brief description in the "Summary" box.  This may become necessary in the future, to meed Section 508 (accessibility) requirements.
  5. Click the "Upload file" button to transfer the file.

Once the file has been uploaded, you can link to it from other places, including wiki pages and E-mail messages.  While editing a wiki page, do one of the following:

  • directly included an image in a page by using the "Insert/Edit Image" icon  
  • link to another type of file with a media-type link, like [[media:BUGS1.txt]], which would appear as media:BUGS1.txt

While composing an E-mail message, just copy the entire filepath and name, then paste it into a wiki page or email message.  For example, the link to BUGS1.txt would appear as https://kestrel.rtpnc.epa.gov/OGWDW_Strategies/images/1/12/BUGS1.txt

Science Connector / Portal 

Please add some instructions here.

Log onto the Portal: http://portal.epa.gov/

Network Shared Drive

This option works only for folks who are on the network. 

  • Save your file to an appropriate folder on the shared drive (for example, G:\SRMD\SRRB Teams\Exploring Environmental Statistics)

Once it is saved, copy the file's path+name and paste it into your email message.  If the filepath is long, you might want to avoid typing by following these steps:

  1. Using Windows Explorer, find the file's folder, but don't select the file (else the file would simply open)
  2. Right-click on the filename and select "Properties," then select the filename and copy it (right-click opens a short menu, having copy as one option).
  3. Close "Properties" and, at the end of the filepath that shows in the address bar, type "/" and immediately after that, paste the filename
  4. Select the entire filepath+filename and copy it (right-click again opens a short menu, having copy as an option).
  5. Past the filepath+filename into your email message. 
  6. In Lotus Notes, select the filepath+filename and, using the menu, select "Create" - "Hotspot" - "Link Hotspot" and then click on the paste icon. Finally, underline the text to make it more obvious as a hyperlink.

Graph Shows Success

The graph below shows that Mike's messages sent with attachments is falling.  Of all Mike's messages sent through April 2009, 18% had attachments.  Since vowing to reduce attachments (end April 2009), only 6.5% had attachments.  Is this decrease statistically significant???


                           Messages Sent
Month Total w Attachments Pct w Attachments
Jan-09 90 18 20%
Feb-09 71 15 21%
Mar-09 81 11 14%
Apr-09 158 28 18%
May-09 72 1 1.4%
Jun-09 78 14 18%
Jul-09 136 6 4%
Aug-09 102 5 5%
Sep-09 120 7 6%
Oct-09 99 7 7%
Nov-09 91 6 7%
Dec-09 120 4 3%

Through April, 400 messages were sent, of which 72 had attachments.

binom.test(72, 400, alternative = "two.sided", conf.level = 0.95) # Returns the 95% confidence interval [0.1435876, 0.2212257]

From May through October, 607 were sent, of which 40 had attachments.

binom.test(40, 607, alternative = "two.sided", conf.level = 0.95) # Returns the 95% confidence interval [0.04749216, 0.08865604]

From May through December, 818 were sent, of which 50 had attachments.

binom.test(50,818,alternative="two.sided",conf.level=0.95) # Returns the 95% confidence interval [0.04570466, 0.07979454]

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