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Upload Files for sending via Email

BVCMS no longer allows you to send attachments, but the good news is there is a better way! And your recipients will like it.

Why we did it

When sending a mass email with large attachments each recipient gets an email with the entire attachment. Let's say that you send a really cool looking, but large picture to 500 people. Well with BVCMS, since each person is sent their own message, that large picture will be duplicated 500 times! This can (and has) caused problems on our email server, not to mention all the extra storage and traffic!

So the way you do it now is to use HTML email. This lets you upload a picture or a PDF or an mp3 audio file or whatever. This way, the email message is small, and the picture or PDF does not get sent with the email, just a link is sent. Only one copy is saved on our server. So the download does not happen until your recipient opens the email or clicks the link.

In the instructions below, I show you how to display an image in the body of your email or create a link to a PDF file.

Caveats

  • If you upload a file greater than 16 megabytes, it will probably not work.
  • IMPORTANT no special characters: You will be uploading a file located on your own computer. Please name it so that it does not contain any spaces, special punctuation marks like apostrophe, quotes, parentheses, commas and slashes. The only special characters that you can use are underscores, dashes and periods. The web server is not as flexible on file naming conventions as your personal computer is.
  • Large Images: you should resize your image first before you upload it because it will be shown as whatever the full image resolution is. Many digital cameras take pictures that are HUGE! That's great for looking at and zooming in on your own computer, but you don't want it to display that big in an email. This means you will have to resize the image using some sort of software on your computer. I can’t explain that here since there are too many different ways. But there is an online resizer that you could use at http://www.picresize.com/  in case you have no other way. It handles both resizing and cropping. This online resizer would not be good for doing lots of pictures but for 1-4 it would  be quite feasible.

Instructions

  • On your email screen, note the two icons highlighted below, one for creating a link and the other for embedding an image.
  • If you are sending a picture
    • place the cursor where the image will go
    • then click the image icon (blue balloon is pointing to it below)
  • If you are sending a file (like a pdf, doc or mp3)
    • select the text in your email that will be the hyperlink they click on
    • then click the hyperlink icon (red balloon is pointing to it below)

  • You will get a dialog box like the following
  • Click the upload tab.

  • Then choose the file to send with the browse button
  • Then click the Send it to the Server button
  • Once the file is uploaded, click OK and your link is created or your image is displayed.