How to Add attachments to your campaigns, the right way

Including attachments like PDFs or other documents in your email campaigns must be handled carefully. Attaching large files directly to an email is not advisable because:

• It increases the size of the email, making it more likely to be flagged as spam.
• Many email clients treat attachments as suspicious, especially from bulk senders.
• Email delivery rates drop significantly with large or untrusted attachments.

To ensure optimal deliverability and performance, we recommend not attaching files directly but instead linking to the file online. Here’s how to do it effectively.

Option 1: Upload the File to Your Website

If you have access to your website hosting or CMS, this is the most efficient and professional method.

• Upload the file (e.g. PDF, DOCX, ZIP) to your server using FTP, a CMS upload tool, or your file manager.

• Locate the direct link to the file. It should look like:

  • https://yourdomain.co.za/files/filename.pdf
• Copy the full link.

• In your email campaign:

  • Insert a Button and set the link to this file.
  • Or, highlight text and hyperlink it to the file URL.
• When recipients click the link, the file will open or download, depending on their browser settings.

Tip: Use descriptive link text like “Download our product brochure” instead of displaying the full URL.

Option 2: Upload to a Cloud Storage Platform

If you don’t have web hosting access or prefer cloud services, use one of the following platforms:

• Google Drive
• Dropbox
• Microsoft OneDrive
• Box
• iCloud Drive (less common for public files)

Follow these steps

• Log in to your preferred cloud storage account.
• Upload the file to a designated folder.
• Click the “Share” or “Get link” option for that file.

• Ensure the share settings allow public access:

  • On Google Drive, choose “Anyone with the link can view”.
  • On Dropbox, use the “Create link” option and copy the result.
  • On OneDrive, ensure the share settings are not restricted.
• Copy the public link provided by the platform.

• In your email campaign:

  • Insert a button or linked text pointing to the shared file.

Additional Tips

• Do not link to large files (over 5MB) — these are less likely to be downloaded and may still impact deliverability if spam filters scan the destination.
• Avoid shortened URLs (e.g. bit.ly, tinyurl) as they can trigger spam filters.
• Track link clicks by enabling click tracking in BulkMail to monitor engagement.

• Use clear call-to-action phrases like:

  • “Download the PDF”
  • “View our latest guide”
  • “Access your file here”

By linking to files instead of attaching them, you’ll improve inbox placement, load speed, and provide a better experience for your recipients.