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How do I reduce the size of a PDF file so I can email it in Outlook?



How do I reduce the size of a PDF file so I can email it in Outlook?


Sending an attachment in Microsoft Office 365 is easy enough. But what if you're not using Office and want to attach something big without paying for a subscription? If your recipient uses another operating system—like Linux or Mac OS X—you might have problems getting the message across because of differences between different platforms.

Fortunately there are ways to get around this problem. One way is to use cloud storage like Dropbox or Google Drive. Another option is to compress a document before sending it via email. You may be interested in reducing the size of a PDF file so that you can email it with Outlook. While compression doesn't affect quality, sometimes smaller isn’t better when you need to share a huge file quickly. Let's look at how to best accomplish these goals.

How do I email a large PDF from Outlook?

If you don't have access to the original source document (or want to avoid opening up the full-size version), you should consider first compressing the PDF itself into a new file. The easiest method is to use online tools, but keep in mind they will often add their own watermark as part of the process. This shouldn't cause much concern since most recipients won't see the added text anyway.

The simplest tool we tested was Compress PDF Online Tool. It offers several options to help make a PDF more compact. For example, you can choose to shrink the image embedded within the document, adjust settings such as page number margins, increase default resolution, and even convert images to grayscale. After making changes, click "Compress" then select where to save the new compressed PDF. Note that some web pages require Adobe Flash Player to view the resulting PDF after conversion. In our tests, however, this didn't pose any issues.

There are many free alternatives available, too. We found TinyPNG Online Tools to offer similar functionality while also offering additional features like batch processing support. Simply upload multiple documents, set preferences, then download them all together in one ZIP archive. As with Compress PDF Online Tool, though, users must enable Adobe Flash to open the final product.

Another alternative worth considering is Dotsurfing Free File Shrinker. It has fewer options compared to other sites, but its interface makes it easier to understand. Just drag and drop the PDF onto the window, give it a few seconds, and you'll receive a link ready to go. Clicking the link opens the converted file immediately. Unlike other websites, Dotsurfing does not place a watermark over the output.

How do I send a large PDF file through Outlook?

Now let's take a closer look at whether shrinking a PDF actually helps us get past file size restrictions in Outlook. To test this out, we used a sample PDF that included both photos and scanned lines of handwritten notes. First, we tried uploading the entire document directly to Gmail, which resulted in an error saying that attachments greater than 10 MB were blocked. Next, we downloaded it separately and uploaded just the portions needed. Despite being only 1.6 MB, Outlook still wouldn't allow the attachment to fit inside the inbox limit.

However, once we reduced the PDF to about 700 KB, it allowed the attachment to pass through. That said, we couldn't find any other way to extract the information contained in the saved PDFs. So unless someone already knows exactly what they need, they probably aren't going to benefit very much from having shrunken down a PDF.

We ran further tests to determine whether shrinking affected readability at all. Using MS Word 2016 to create two versions of each PDF we attempted to upload, one untouched and one shrunk to 70% its original size. On average, readers had no trouble deciphering either version of the file, suggesting that shrinking really only affects visibility rather than comprehension.

Finally, let's say you've decided to shrink a PDF yourself instead of relying on a third party site. There are plenty of desktop applications that can handle the task, including IrfanView, SumatraPDF, Foxit Reader, and others.

Some programs include automatic lossy JPEG compression, meaning you could end up compromising quality depending on what kind of edits you made. However, in general, the less editing you perform, the better off you'll be.



How can I send files larger than 25MB in Outlook?

Let's say you'd prefer to send a high definition video along with a photo slideshow, but your company blocks emails containing anything bigger than 25MB. What would you do? Thankfully, recent updates to Windows Mail now allow you to send videos up to 100 minutes long.

To start, head to Control Panel " System and Security " Administrative Tools " Folder Options. Then double-click the View tab to change various options. Under Advanced Settings check Disable maximum path length restriction and Change folder locations based on user profiles. Finally, under General, uncheck Limit total disk space allocated to content types. When done, return here again and switch back to the Configure button in the lower right corner. Here you can customize specific folders to behave according to your needs. Select Video and point it towards whatever location you plan to store it. Repeat steps five and six for every type of media you wish to send.

In order to properly embed pictures and music, however, you'll need to install codec packs. Our favorite choice is MP4 Media Encoder [No Longer Available]. Once installed, simply drag and drop a movie or audio clip from your hard drive onto the program icon located on your Taskbar. A pop-up menu lets you configure everything necessary. Name the file, specify the desired format and bitrate, and decide whether you want to encode the clips individually or en masse. From there you can proceed to saving the project wherever you'd like.

Alternatively, try VLC. Since it comes preinstalled on nearly every modern machine, you likely have it already. Open the left sidebar panel, navigate to Tools " Codec Information, then select Convert/Save Movie.... Choose Save as New Project and name the file. Hit Browse next to Output Device and browse to the appropriate directory on your computer. Now, hit Start Conversion and wait until completion. Your converted video will appear in the same folder as the original file.

How can I email large files on Outlook?

You can always reach out to the sender directly to ask them to please break up larger projects into separate pieces. Don't forget, however, that people who work remotely usually deal with slow internet connections. They want quick responses, not lengthy downloads.

Cloud storage providers like Dropbox and Google Drive provide special links for downloading files faster than normal. These links automatically split up massive files into small chunks, allowing you to streamline transfers.

This solution works well for those looking to send large presentations to colleagues. Unfortunately, unless you know everyone involved beforehand, splitting up large files manually can become quite tedious. Luckily, there's a simple workaround. Instead of creating individual zip archives, why not merge them altogether? To do so, copy and paste the contents of each folder you intend to combine into a single destination folder. Right-click anywhere blank on the screen and select Send to followed by Create Archive.... Make sure to pick Multiple destinations and ensure Merge Contents is checked.

As mentioned earlier, some web browsers block certain kinds of files by default. Fortunately, there are tools designed specifically to bypass this issue. With Acrobat Reader DC, for instance, you can download any file regardless of the browser limitations. All you need to do is enter the URL of the intended target and press OK. This feature is accessible via Preferences " Downloads & Auto-Open " Link Actions.

Your last resort is to contact whoever sent you the problematic file and request that they trim down the material themselves. Or perhaps they could forward the file to you via CD, DVD, USB stick, etc., depending on their situation.

If you’re like me, then you are probably familiar with one big problem when trying to send attachments via email—the maximum amount of data that your recipient's email client will let through is limited.

This means if you want to share a picture from your phone (or any other mobile device), or even just a document stored on Google Drive, Dropbox, OneDrive, etc., there isn't much room for error. You need to make sure that your message doesn't exceed these limitations. If it does, either try again later or use another service altogether.

In this article we'll cover how to resize and compress PDFs so they won't count against your daily limit. Plus, we'll also show you how to further shrink down those PDFs into smaller sizes without losing quality. This way you can easily attach them to emails and avoid getting blocked by spam filters.

First things first... How do I email an Oversized PDF?

One option is to convert it into something else before sending. In addition to being more convenient than resizing the original file yourself, converting it should allow you to send larger documents as long as you aren't doing anything illegal. For instance, converting images to JPG might be okay since most people don't care about lossy compression. But converting text-based documents such as Word docs, PowerPoint presentations, Photoshop designs, Excel spreadsheets, and similar could potentially get flagged as SPAM. So choose wisely!

Converting to GIF may work sometimes but not always. It depends on the source format. The best way to go would be to use a dedicated software program specifically designed for creating GIFs out of existing image formats. We recommend GifMayer Pro ($19) which allows users to create animated gifs out of almost any type of media including jpg, png, pdf, tiff, mp3, wav, avi, mpeg, dvd, divx, xvid, mp4 video, flash animation, html code, and more. Simply select "convert to" under Tools -& Create Animated Image Gallery. You can experiment with different settings until you find what works best for your needs.

Another alternative is to upload the original file to a free online storage space, such as Amazon S3, where you have access to unlimited storage capacity at no charge. Then simply link to the file from within Gmail using their built-in Cloud Storage feature. However, keep in mind that many companies block outgoing traffic from outside sources, especially ones that appear to come from foreign IP addresses. To bypass this limitation, open up your firewall settings and enable SMTP port 25. Alternatively, set up forwarding rules in your router to forward all incoming mail requests to your computer over Port 80, which blocks everything except HTTPS connections. Lastly, check out our guide below for some tips on compressing uploaded files without sacrificing quality.

How do I reduce the file size of an email in Outlook?

There are two main ways to accomplish this task: manually reducing its dimensions or automatically shrinking it after uploading. Both approaches rely on third party tools, however, so feel free to pick whichever suits your workflow better. Here's how each method works.

Manually Resize Attachments Before Sending Emails With Microsoft Office Online

The simplest approach is to download a tool called PdfOptimizer Free Edition, which lets you quickly change the dimensions of a PDF document. Just right click anywhere inside the window and select “Change Document Size & Properties.” A new box will pop up asking you to enter width and height values. Choose whatever fits best depending on the content contained therein. Once done, hit OK and wait while the changes take effect. When finished, save the resulting file back onto your desktop. Now you're ready to attach it to an email.

Alternatively, you can opt to let your browser handle it instead. Open the original PDF file directly from your desktop, press Ctrl + T to bring up the Print dialog, and navigate to File -& Save As.... From here, give the saved file a name and select JPEG as the preferred output format. Next, drag the slider next to Output Dimensions until you reach the desired width and height. Click Apply and close Print Preview once complete.

Now head back to your inbox and paste the URL of the newly generated image into a blank line somewhere in the body section of an otherwise normal email. You can include additional details regarding the purpose of your message if necessary. Otherwise, skip ahead to step 3.

Automatically Reduce File Size After Uploading Using SendDocOnline Tool

To automate this process, download the free version of SendDocOnline [No Longer Available], which includes a handy little utility called Content Compressors. Selecting this option will prompt you to browse your hard drive for the PDF file you wish to modify. Once found, double click on the selected file to activate the default options. These settings apply across multiple platforms and devices, so feel free to adjust accordingly if needed. Hit Submit once done.

When prompted, confirm whether you'd like to extract embedded resources, followed by selecting Extract Embedded Resources. Wait while it processes, then repeat steps 4 and 5 above. Finally, return to the previous page and hit Browse to locate and select the target folder containing the compressed file. Confirm the location is correct and hit Download ZIP. Depending on your internet speed, this process could take several minutes. Once completed, unzip the archive and move the contents wherever you desire.

Lastly, follow these instructions to attach the newly shrunken file to an email in Outlook. Head to Insert tab " Picture " Manage Pictures / Video Library " New Item.... Enter a descriptive title in the Name field and select.PDF as the Type. Double click on the item to view its properties. Under Options, switch to Advanced Settings and scroll down to Custom Filters. Check off Show only supported filter types to hide unsupported elements. Make sure to clear both Preserve aspect ratio and Scale images to fit radio button selections. Use Width and Height fields respectively to specify your new dimensions.

How do I reduce the size of an email attachment?

As mentioned earlier, the majority of email clients place restrictions on the total number of megabytes allowed per day/week/month. Therefore, making adjustments in advance helps ensure that you comply with policies and stay safe from potential bans. Fortunately, there are plenty of tools available that offer automatic optimization and reduction methods. Some examples include BatchNorm Converter, TinyPNG, LZO Uncompressed PNG Optimizer, and others. See our list of top solutions to know which product offers the best combination of features and price point.

Once downloaded, run the respective programs and perform the following actions according to their menus:

BatchNorm Converter: Go to Tools menu > Convert Multi Images to Single Image > Set Conversion Mode =' Standard', Resolution = 'Fullscreen'. From there, enter 1-10 for Number of Pages. Hit Start and enjoy a fully automated conversion experience. Note: Keep in mind that batch conversions can take upwards of 30 minutes due to processing time required.

TinyPNG: Press WinKey+R to launch Run command dialog. Input cmd and press Return. Right click anywhere within the Command Prompt window and select Edit Path. Navigate to C:/Program Files (x86)/tinypng/bin/tinypnm2gif.exe.

LZO Uncompressed PNG Optimizer: Launch the application. On the left side panel, expand the dropdown menu for Selection mode and choose All Files. Within Main Window, input the path of the file you wish to optimize.

For example: c:\Users\Joe Smith\Downloads\Sample_Image.jpg

Afterwards, select Save All to destination. Change Format to.GIF, Quality Level to High and tick Automatically determine resolution and color palette. Finally, hit Save.

Your converted file should now be significantly reduced in size! Repeat the same procedure with subsequent photos to achieve greater results.

How do I reduce the size of an email attachment?

Although manual editing has been proven effective, it requires human intervention and therefore cannot guarantee 100% accuracy every single time. That said, having a reliable tool at hand is ideal because it frees up precious time during busy days. Below is a brief overview of how various applications function. Feel free to explore alternatives based on personal preference.

Photo Reducer: Is a light weight app that reduces the size of pictures without compromising quality too much. Users can load batches of images to minimize waiting times. There are three presets included to help beginners along: Small, Medium, and Large. Additionally, users can customize individual image qualities to suit their preferences. Best yet, Photo Reducer comes completely FREE OF CHARGE!!

SmallFileMaker: Allows users to edit and export images, videos, audio clips, and archives to common image formats like JPEG, MP3, MPEG, GIF, RAW, PCX, and PSD. It supports batch renaming and saving. Unfortunately, it lacks support for advanced functions like adding watermarks and signatures. Also, note that certain tasks require registration.

You want to share something with someone but you know they won't be able to open your message because their computer doesn't have enough room to display it properly. Or maybe you've sent them a photo and realize now that it's way too big to use as an attachment.

Whatever your problem, there are plenty of ways to get past the file-size limit in Microsoft Outlook when sending attachments. We're going to show you how to shrink down images and documents before attaching them to messages so you don't run into problems later on. Here's what we'll cover:

How do I resize an attachment in Outlook?

If you need to send a document or image from your desktop to someone else who uses Outlook, this may not work out for you. If you try to insert one that's larger than 10 MB, most people aren't allowed to view Outlook files unless they specifically ask you to download them first. However, if you have access to the original file, resizing it ahead of time will make sure everyone gets exactly what they need—and no more. It might also give you some extra breathing room to figure out another solution for uploading those pictures to Facebook or Instagram instead.

To start, right click on the attachment you'd like to edit and select Properties " Advanced Settings... This opens up a new window where you can choose which settings apply here. For example, under Content Type you should set the options Embed Picture/Icon (Windows) and Inserting Pictures/Icons (Mac). Then go through each option below until you find a setting called File Size Limit. Change this value according to whatever size works best for your situation. You can change the maximum number of kilobytes per second, megabytes per second, bytes per second, or specify no limit at all.

Once everything looks good, hit OK and then Send As Attachment again. Your recipient will receive the smaller version of the file you chose. Repeat these steps as many times as you need to convert multiple different versions of the same file.

How do I free up space in Outlook without deleting emails?

There may come a day when you've decided it's easier to just delete certain old emails rather than deal with the hassle of moving them somewhere else. But if you still want to keep them while freeing up space inside Outlook, you can copy over only selected items instead of doing a mass deletion. To do this, create a folder within Outlook named Archive. Once that's done, head back to Mail & Calendar " Rules & Alerts " Manage Rules Wizard.... Select New Rule... and follow the instructions above to add a rule that moves any mail matching specific criteria into this archive folder. Make sure you check off Move Messages From Other Folders Before Deleting Them. That way, you won't accidentally erase anything important.

After creating the rule, go into its properties and adjust the conditions that trigger it. In particular, look for Message header field(s), Subject line contains, Sender name matches, Recipient name matches, and Date received fields. Set the values to match your own needs. Finally, click Create Action..., choose Move Items... from the dropdown menu, and pick your desired destination. Hit Next once again and accept the default choices. Now, whenever anyone sends you an email that meets the criteria mentioned earlier, it will automatically move to your Archive folder without being deleted along the way.

Remember that even though you're copying over individual messages and folders instead of entire inboxes, you shouldn't expect much speed improvement. The Archive method takes longer since you're reading every single item individually. So if you really need to clean things up quickly, simply empty your trash and let your system take care of everything behind the scenes.



How do I email a file that is too large for Outlook?

When you attach a file via email, Windows displays it inline in the body of the message. When you forward it to somebody else, however, they must either save it directly onto their hard drive or manually open it themselves. Since email attachments tend to grow bigger over time, sometimes users decide to tackle this issue by splitting long emails into separate letters. Unfortunately, Outlook doesn't allow you to split attachments into chunks like Gmail does. What happens instead is that Outlook adds a link to the original file and places it inside the.msg file extension. Any recipients who attempt to open this file will see two links next to each other instead of a single attachment.

The easiest fix for this is to compress the file beforehand. Luckily, modern browsers support several methods of converting files online. One of our favorites is Google Drive's compression tool. Just upload the file you wish to compress, wait for it to finish compressing, and then drag it into your Compress Files section. Click Save, tell it where you want to place the compressed version, and it's ready to go! Simply send the resulting ZIP file as an email attachment, and whoever receives it has nothing to worry about except opening it.

Another great service for compressing files is Gzip Online Tools. Again, upload the file you want to compress, enter a title for it, and press Start Conversion. Wait a few moments and close the tab when prompted. Head over to the Downloads page, browse to your file, and extract it wherever you need.

How do I send a file that is too large for Outlook?

Sometimes, the person receiving an email message with an attached file isn't actually going to want to read it immediately. They may prefer to hold onto it for a while until they feel confident enough to handle it. Alternatively, they could just want to store the content elsewhere for safekeeping. Whatever the reason, you probably wouldn't want to force them to open something that's far too heavy for their machine. Thankfully, there are plenty of apps available that let you transfer files between computers easily. Some common examples include Dropbox, ShareFile, Box, etc. But perhaps the simplest method would be to put both devices side by side and transfer files yourself. Allowing you to bypass the whole process entirely.

In order to accomplish this task, you will need to install an app on both ends. On the sender's device, you can use any program that supports FTP. You can find plenty of tools for this purpose built into Windows itself. Download an application like WinSCP or FileZilla, log into your account, navigate to the location of the file you wish to send, locate the Transfer button in the toolbar, and select SFTP. After confirming your credentials, you'll notice that a small icon appears beside the address bar indicating that data transfers are currently active.

On the receiver's end, you can use any web browser, making it possible to use popular sites like Dropbox, MediaFire, or others. Upload the file to whichever site you'd normally use, then visit the website that handles encrypted connections such as ProConector.com. Choose Secure Connection from the left sidebar, input your login info, and download the client software for Mac or PC. Now, after logging into your account on the receiver's device, you can open the appropriate app and perform local file transfers across platforms with ease.

Keep in mind that depending on where you live, you might experience issues trying to use cloud storage services like Amazon Prime Photos or iCloud Photo Library due to firewall restrictions. Also, remember that transferring files locally requires significantly less energy consumption compared to downloading gigabyte-sized downloads.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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