WeTransfer

There are some simple methods for sending large files across the web but we think this might just be the simplest.  And ‘simple’ doesn’t mean ‘useless’!!

Many email providers limit the size of files you can send through their system and, generally, this isn’t a problem.  A few holiday shots will not clog up the services but, if you use email professionally, to send files (large images and videos, presentations or designs), then it is a real problem.

WeTransfer solves the issue in three clicks and, what is really nice is, you don’t have to register with them.

Go to www.wetransfer.com

In the little window on the left of the page, click on “+Add files” (Click 1)

Select the file you want to send which can be up to 2GB (Click 2)

Enter the email address where you want to send the file to.

Add a message if needed.

Click “Transfer”. (Click 3)

It really is that simple.

They do have a “Plus” version which lets you send up to 10 GB files, you can customise your own background screen (which might be useful for ‘branding), the transfers can be password protected and you can store the files for longer.  That will cost you $10 per month paid annually.

However, unless you have lots of massive files to send the basic, free, version will probably make your life just as efficient.

WeTransfer started in 2009 and is based in Amsterdam.  Their mission is “…to create a platform that allows anyone in the world to send large files, free of stress and of charge.”  which they do remarkably well.

We like stress-free and simple!

www.wetransfer.com

 

  • Published in Tools

Hightail

If, like us, you have struggled to send large files to people you are working with, exhibition curators and printers this might be useful.

hightail.com allows you to send very large files (or small ones as well) to anyone with an email address. You can have a free account which gives you 2GB of cloud storage and the ability to send files up to 250 MB!  Our email provider has a limit of 3MB and sometimes that just isn’t enough.  Their paid packages let you move even larger files.


Using the service is simple - register for an account.  If you want to take advantage of their 14 day 'Professional' trial, give them your card details.  If not, don't and you will be given a free account.  Once you have this, add the email address of the person you want to send the file to, add a message, select the file from your computer then click ‘Send It’, - that's about it.  Your link expires 7 days later so there is a useful security service there in that your files are not accessible if the link is shared.

In addition to sending large files from a computer or mobile device you can also share project folders with others you may be working with which is great for a joint exhibition of project collaboration.  So, apart from being able to send files you also have cloud storage and can access things you store there from any of your devices.  A practical solution of you are working in the studio, on the train, at a gallery and need your statement or work photos.  

So, save yourself a little time and frustration by not messing about trying to send large files via email and give this one a go.

Founded in 2004, Hightail was one of the really early adopters of cloud storage.  They began as a simple file transfer service but have grown into an online sharing, storage and file management service. The company now serves more than 40 million registered users across 193 countries and 98 percent of the Fortune 500.  Quite a robust service then!

www.hightail.com

 

  • Published in Tools

Tame you Email Inbox

Back from a few days away? How is your e-mail inbox?

If it is anything like ours - FULL.  We have dealt with it in a dignified and simple manner by finding other things to do to distract us.  If you are bogged down with masses of e-mail which need dealing with (who isn’t?), you might find these three very simple steps from San Sharma, editor of the Enterprise Nation blog, tremendously helpful.

Simple but effective advice - and while you are on their blog, have a look around the rest of the site - it is packed full of very useful advice for the independent and small business.

www.enterprisenation.com/blog

  • Published in Finds

Mailchimp

Mailchimp - is an e-mail newsletter service with attitude and - we really like this - a Monkey which tells you jokes when you log in!  Apart from the frivolity, they offer an exceptional service full of flexibility.  You can afford to be quirky when you are so good at what you do!

Their free service allows you to send up to 12,000 e-mails to a list of up to 2,000 people a month. For most of us this is more than enough. Their system is easy to set up, intuitive, helpful and very ‘graphic’.

They will manage your e-mail lists for you, make sure addresses are removed if people no longer want to hear from you (a legal requirement), and offer powerful tracking. You can find out who opened your e-mail, how often, what they clicked on in the message and where they are in the world.

Of particular interest to visually creative folk is the ability to include images and graphics in your e-mails. Mailchimp has a selection of readymade templates which you can drop your images and text into, or you can design your own.We have been using Mailchimp for a few years now, for one of our other projects, sending out monthly newsletters to participants, and have found it fast, simple and very effective. So much so that when we were looking at who we should use to manage the WeLikeArtists.com mailing list, we chose Mailchimp.  So, if you have not signed up for our free newsletter which we send out now and again when we find brilliant savings or add new sections to the site, do it now and see, in a live situation, how it works for you as a subscriber.

Sign up to our newsletter here. If, for any reason, your list grows beyond the 2,000 e-mail limit, Mailchimp offer reasonable paid monthly packages with unlimited sending limits or an economical Pay-as-you-go version, a little like buying credit for your mobile phone. You prepay and then use your ‘credits’ as and when you need them.

For the iPad crowd there is a free application which allows people to add their email address to your list themselves.  Great if you are at an exhibition or conference and want to add people 'on the fly'.

www.mailchimp.com

 

YMLP

YMLP - Your Mailing List Provider is an online service which offers free management of your mailing lists.

You can have up to 1,000 contacts in your list and use any one of their 30 e-mail templates to start designing your newsletters or mail shots.  They offer a host of features in the free version but don’t allow tracking of who clicked on links in your e-mails.  

If you need this - it is often interesting to see who is opening your e-mails and on which parts they are clicking - then go for MailChimp which limits you to 500 subscribers but offers advanced tracking and a monkey.

We have used YMLP on one of our projects and found them very simple to use, flexible and reliable. They do what they say and offer reasonable facilities. If you have a large list, then they are a good service to consider.

They also offer two paid versions at £2.65 and £3.50 per month, which probably isn’t going to break the bank if you are serious about managing your mailing lists. Each, naturally, offers a little more than the free version and includes unlimited contacts and advanced tracing.

www.ymlp.com

Professional e-mail address

Be professional - set up your own e-mail address

This is a very simple and economical way to look professional and save you time in the future* 

Having your own www address (Internet domain name), has two remarkable advantages: It allows you to have a professional, personalised e-mail address AND can be used for the address of your website if you set one up in the future.  You don’t have to do both at the same time - the website can be set up later.  What’s more, a www domain name is simple to use, economical and can be set up in minutes.

THE BACKGROUND

Let's say you already have an e-mail address with Hotmail. This is convenient because it is free and you can access your mail from any computer. You know how it works and have been using it for ages.

The problem is all the good names have already gone. Your free address might be This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it.. Great for your mates, but completely the wrong image for a professional artist.

It says "free account" to everyone who sees it.

THE PROFESSIONAL SOLUTION

Register your own Internet domain name at www.heartinternet.co.uk (which we think offers the cheapest deal on the Internet) and then set it up to act as your professional e-mail address.

Let's say your name is Fred Bloggs. 

Register the domain name: www.fredbloggs.co.uk which you then own. You can then set up an e-mail address such as This email address is being protected from spambots. You need JavaScript enabled to view it., and have all your messages, which are sent to this address, redirected to any e-mail account you choose. You just pick up your mail as you always did. The ‘redirection’ works in the background.

HOW TO SET UP E-MAIL FORWARDING*

Log into your Heart Internet account and select the “Manage Domain Names” icon.

Click on “Catchall E-mail Forwarding” and, in the box under "Destination E-mail address" add the address you want all your e-mail to be delivered to (for example, you current Hotmail account).

Click on the “Update Now” button at the bottom of the page and  that’s it.

In about an hour (it can take that long for it to permeate the system), all e-mails sent to your professional address will be delivered into your Hotmail account, where you can pick it up as normal.

THE BIG ADVANTAGE

If, for any reason, you change your Hotmail account to another provider (such as Yahoo or Gmail), just repeat this process and change the address to your new e-mail account. You can do this as often as you need and the best part of this is that you NEVER have to tell people you changed your address as they all have your professional address and never know it gets redirected.

This means you can, for example, include your professional address on business cards or other print items and the information never goes out of date because you can always redirect your mail to any address you use at the time. This can save you a fortune in time by not having to write to all your contacts to tell them you changed address!

NEXT STEP

If you have a website or online portfolio, have a look at our Web Forwarding advice which shows you how to connect your professional domain name to your site.


*Although this help page is based on setting up e-mail forwarding with a domain name registered at Heart Internet, the process is very similar with other domain companies, so just adapt the information here or search your chosen company’s help section for advice specific to them.

  • Published in Guides

How Rude are You?

Email Etiquett

Quite frankly, we don’t often think about it as we dash off another rapid reply to clear the email inbox. But how are people perceiving you online when they receive your email messages? How rude are you?

I mention this only because of a recent incident where I received an email from someone which didn’t leave me with a very professional opinion of them. I sent a group message to a list of creatives who are taking part in an event I’m coordinating. It was a simple request to send a 100 word text about themselves to show to people who might like to talk to them at the event.

Within an hour I received a reply with a 100 word text. No greeting, no signature, no niceties, just the text. I left my computer thinking how unfriendly this was. Small-minded of me, I know, and a little ‘picky’ but it did seem rude.

When I came back to think about it a few days later, I realised what an impact this less than professional reply had on my perception of the person who sent it. Someone I don’t know particularly well so can’t guess their frame of mind.

OK, I expect that they were busy, had a lot on their plate and just wanted to get the reply sent to get it off their “to do” list, but the result is that the next time I need to employ someone for a creative event, and there are two similar people who can do the job, I’m going to favour the other one. Life is too short to work with people who appear unprofessional and less than friendly.

So, here are our top 5 tips for email Etiquette when you don’t know the person particularly well. They might just help make sure you are the one who gets considered next time an opportunity comes up. They do seem obvious (very obvious) and simplistic, but there are people out there damaging their reputation by getting it wrong.

  • 1, Always include a greeting (Hi there..., Dear..., Hello...)
  • 2, Always include a parting comment (Thanks again for getting in touch...) and then your name.
  • 3, Don’t type in CAPITALS, it looks like you are shouting. 
See this article on the BBC news website about a New Zealand woman who lost her job after sending e-mails filled with block capitals!
  • 4, Keep it short. Readers are as busy as you and don’t want to read a short story.
  • 5, If you are angry with the person you are emailing - leave it for a day before you send it so you can ‘cool down’. I speak from experience!!


And just in case you need more advice, type “Email Etiquette” into your favourite search engine. There is a great deal of detailed information out there.

Oh - and remember emails are not private - don’t write things that you wouldn’t write on paper!

 

  • Published in Advice
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