📎Attachments

For files that you can attach to campaigns and individual emails — upload once, use many times.

The advantage over attaching from your own computer: everyone in the team uses the same, current version. Nobody accidentally sends last year’s price list because it was still in their own downloads folder.

Via “+ Upload a PDF”. Only PDF is allowed, at 15 MB at most.

A click on the name shows the preview — the quickest way to check whether the right version was uploaded.

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Because a PDF looks the same for the recipient as when you sent it, and because other formats bring additional risks: Office files can contain executable parts and are therefore filtered out or quarantined by many receiving servers.

So if you want to send a Word document, save it as a PDF first. That is not a detour, but the same step the recipient would otherwise have to take.

Make it smaller or link to it — and for a first contact, the latter is almost always better.

Large attachments harm deliverability: they increase the likelihood of ending up in the spam folder, and some receiving servers reject messages above a certain size altogether, often from as little as 10 MB.

If you make the PDF smaller: reducing the resolution of the images almost always achieves more than anything else.

The “Campaigns” column shows how often an attachment is used. Anything above zero there is attached to running campaigns.

Check this column before you archive or delete anything. It is the only indication that a seemingly old PDF is currently being sent every day.

• Archive removes the attachment from the selection, but can be undone.
• Delete (administrators only) removes the file irretrievably — from campaigns as well.

If in doubt, archive. The only case in which deleting is right is a file that has to disappear for legal reasons.

Upload the new version and archive the old one. There is deliberately no “Replace”: otherwise the content of a file that has already been sent would change, and nobody could say afterwards which version a recipient actually received.

Afterwards, remember to switch the running campaigns to the new attachment — otherwise they keep the old one.

The name goes out with the file — the recipient sees it. Meaningful names look professional, cryptic ones do not: “Services-Overview-Samplefirm-2026.pdf” instead of “Export_final_v3_NEW.pdf”.

Two practical points: avoid umlauts and spaces in the file name — some email programs display them badly — and include the year if the file has one. Then you can still see in two years’ time whether it is up to date.

You can rename a file at any time via “Rename”.

Yes — a click on the name shows the preview, and there is also “👁 Preview” for that.

Always do this after uploading. The most common mistake in this area is not a broken file, but the wrong one: an older version with exactly the same name.

Bear in mind what an email is: an open postcard. For quotes and general documents, that is customary and unproblematic. For personnel documents, contracts with terms or copies of ID cards, it is the wrong way.

Two better ways: a protected storage location with a link, or — for contracts — the signing procedure, in which the recipient receives a personal link.

And the classic mistake you only make once: check the central store before uploading something there that not everyone should see.

Yes — but the more there are, the larger the message and the greater the likelihood that it gets filtered out.

For a first approach: zero attachments, one link. For a message to someone who has requested something: exactly the one file they are expecting. Three attachments are almost always a sign that the message leaves the choice to the recipient instead of making it.

Administrators only. Everyone else can archive, and in almost all cases that is the right action, because it can be undone.

Final deletion removes the file from campaigns as well that use it. So check the “Campaigns” column first: anything above zero there is attached to running campaigns.