How do I send files or attachments in a message?

When sending a message through the community portal, there are two ways to share files with residents. While both methods are effective, linking to files is generally recommended to keep emails lightweight and ensure better deliverability.

Method 1: Attaching a File (Direct Attachment)

Use this option if you want to include a file as a traditional email attachment.

1. Locate the Files option situated directly under the Message box.
2. Click the button to browse your computer and select the document you wish to share.
3. The file will be sent as a direct attachment to each recipient, similar to a standard email in Gmail or Outlook.

Method 2: Linking to a File (Recommended)

This method stores the file on the website server rather than sending a separate copy to every recipient's inbox. This approach helps prevent emails from being blocked by size limits and ensures a single "master" record of the file is maintained.

1. In the Message section, highlight the specific text you want to turn into a link (e.g., "Click here to view the newsletter").
2. Click the Link icon in the formatting toolbar.
3. When the File Manager appears, browse for a file already on the site or upload a new one from your computer.
4. Once selected, the highlighted text will become a clickable link that directs residents to the file on the website.

Benefits of the Linking Method

• Version Control: If a document needs updating after the email is sent, you can replace the file in the File Manager without needing to send a new email.
• Spam Prevention: Emails without large attachments are less likely to be flagged by security filters.
• Storage Efficiency: It reduces the load on email servers by hosting the file in one central location.