This article describes some best practices to apply to the use and management of email attachments. Email attachments can be quite large and do go against your storage allocation.
- The biggest step that you can take to reduce your email attachment footprint is to minimize or, even better, stop sending attachments via email. Instead, share a link to the item in the email instead. Both Google and Microsoft provide users with a method to share links via email. Here are some resources to help you.
- If an individual sends you an attachment, request that they send a link instead or place it in a shared space yourself and send them back a link.
- Locate and delete existing attachments that you no longer need.
- By default, Outlook stores attachments in a folder on your OneDrive called Attachments. Delete the files within this folder that you no longer need.
- Within Gmail, in the search bar, type has:attachments. This will list all emails with attachments. Download each attachment that you wish to keep and delete the emails.