The maximum size email that can be sent is 30 MB. This number includes text, HTML, images and attachments. Note: Base64 encoding of attachments increases the size of attachments by approximately 50%. This can impact the overall size of the message and can lead to confusion. For example, with a maximum message size of 20MB if you add a 15MB attachment to a message it will essentially be 22.5MB due to the Base64 encoding. This means that the 15MB attachment will still exceed the message size limit due to this increase.
Rather than attaching large files to email messages, you should utilize the File Storage feature to bypass some limitations of sending standard email attachments plus it can help keep a mail server secure and running reliably.
One benefit of using File Storage versus sending attachments is that it allows you to send larger files without worrying about hitting any attachment size restriction. Sending links instead of actual files also helps recipient mail servers as it keeps potentially insecure files from hitting the mail server, not to mention it bypasses any file type restrictions a recipient's mail server may have set up. For example, if an email administrator blocks Powerpoint files, sending the link to that presentation versus the presentation itself ensures the recipient receives the file. Note: Files uploaded to the server are counted toward your disk space allocation, so you are encouraged to delete files that are no longer used from the server whenever possible.
With file storage, you can upload files to the mail server and then share them by sending out links to those files. Recipients can then download the files to their local desktop or mobile device. Files can be public or private, links can be secured with a pre-shared password, they can last forever or have expiration dates, and much more.
Navigating File Storage
Burger Icon
At the top of the folders view you'll see the Burger icon. This allows you to hide or show the tree view, which is extremely beneficial when viewing your inbox on smaller devices.
File Storage Layout
When you view file storage, each file you've uploaded will be listed on a separate card. Each card lists the following information, which is described in detail further down this page:
- File Type Icon - An icon that represents the type of file uploaded. (E.g., page with a zipper for a .ZIP file.) For image files, SmarterMail attempts to generate a thumbnail of the file rather than use a generic icon, though not all image file types are supported.
- Filename - The actual file name plus its extension.
- Status - Whether the file is available to the public or if it's private. If it's a public file, the expiration date and time for the link is displayed, if one has been set.
In general, the following options are available from the All Files view:
- Upload - Clicking this button allows you to upload a file to File Storage.
- Select button - Allows you to select more than 1 file at a time. To select multiple files, click Select and then click on one or more cards. To exit Select mode, click the Select button again. To de-select a file, simply click on it again. Alternatively, click the down arrow and you're presented with the following options:
- Select All - Selects all files in the list you are viewing.
- Deselect All - Deselects all the selected files.
- Delete - Deletes the selected files. NOTE: You can also use the Delete key on your keyboard.
- Sorting menu - Clicking the Sorting menu brings up the following options:
- Filename - The date the note was created.
- Size - The color category assigned to the note.
- Date Uploaded - The name/title of the note.
- Public - Files available to the public are listed first.
- Ascending - Sort order placing the items that are most active/recent/important first.
- Descending - Sort order placing the items that are least active/recent/important first.
Uploading Files
Uploading a file works just like any other upload: After clicking the Upload button, your file system opens and you can navigate to where the file you want to upload is located. Simply select the file and click "Open" and the file begins its upload. The time it takes to upload the file depends on a number of things, such as the file's size and the type of internet connection you have. By default, files uploaded are set to "Private", so they can't be shared. For more information on sharing files, see Sharing Uploaded Files.
Deleting and Downloading Files
Once a file has been uploaded, you may want to remove it or re-download it to your local machine. Clicking on the file name of the uploaded file you're presented with:
- Delete - Allows you to delete the individual file.
- Download - Allows you to save the file locally.
File Storage Folders
Adding folders for storing file uploads is the perfect way to keep those files organized. It's easy to create folder: just click Create Folder. Just like when creating a folder for your emails, you can name the folder whatever you want and then place the folder either right in the root or inside a folder you've already created.