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What are the best ways to send email attachments without exceeding size limits?

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Email attachments are a common way of sharing files, documents, images, and other information in business communications. However, they can also cause problems if they exceed the size limits imposed by email providers, servers, or recipients. Large attachments can slow down the delivery, clog up the inbox, or bounce back as undeliverable. How can you avoid these issues and send email attachments without exceeding size limits? Here are some tips and alternatives to consider.

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1 Compress your files

One of the simplest ways to reduce the size of your attachments is to compress them before sending them. Compression is a process that reduces the amount of space that a file occupies by removing unnecessary or redundant data. You can use built-in tools in your operating system or software, such as Windows Zip or Mac Archive Utility, to compress your files into a single folder or archive. You can also use online or offline tools, such as 7-Zip or WinRAR, to compress your files into various formats, such as ZIP, RAR, or 7Z. Compressing your files can save you up to 90% of the original size, depending on the type and quality of the files.

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Jonathon Cline

Marketing and Communications
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In my experience, the key benefit of compressing files before sending them is the significant reduction in file size. This process often saves up to 90% of the original size, depending on the file type and quality. Such efficiency is especially useful when dealing with images or video files, making their transfer more manageable and less time-consuming. Additionally, compression simplifies the process of sending multiple files by consolidating them into a single, compact archive, which is easier to manage and send.

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2 Split your files

Another way to send large attachments is to split them into smaller parts and send them separately. Splitting is a process that divides a file into multiple segments that can be reassembled by the recipient. You can use online or offline tools, such as HJSplit or Splitter, to split your files into any size you want. You can also use email clients, such as Outlook or Gmail, that have a built-in feature to split and combine attachments automatically. Splitting your files can help you avoid the size limits of your email provider or server, but it can also increase the number of emails you have to send and receive.

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Dr. Prasanth Nair

Ph.D. in HRM ? Agile & Strategic HR Leader ? Global Talent Acquisition ? Performance & Retention Management ? HR Transformation ? Training & Development
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Sending email attachments within size limitations is essential for smooth communication. Splitting huge files into digestible chunks is a good strategy. To reduce file size, use compression tools or divide the text into logical pieces. Use cloud storage or file sharing sites that let you provide a link to the file instead of attaching it. This avoids size limits, allows collaborative access and makes material download easy. These tactics optimise email communications, ensuring vital items are delivered quickly and without technical issues.

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3 Use cloud storage

A third option to send large attachments is to use cloud storage services, such as Google Drive, Dropbox, or OneDrive. Cloud storage is a service that allows you to store your files online and access them from any device or location. You can upload your files to your cloud storage account and then share them with your recipients via a link or an invitation. Your recipients can then download your files from the cloud or view them online without having to download them. Using cloud storage can save you the hassle of compressing or splitting your files, but it can also require you to create an account, manage your storage space, and ensure the security and privacy of your files.

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Ranjan Baisak RB

Principal Architect | AI & Cloud Solutions | Full-Stack Engineering Leader | Ex-Juniper, Ex-MentorGraphics
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While using cloud storage and sharing the link in the email, please make sure the file is securely protected in the cloud, especially access. Access misconfiguration is the main reason for cloud security failures.

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4 Use file transfer services

A fourth alternative to send large attachments is to use file transfer services, such as WeTransfer, Send Anywhere, or TransferNow. File transfer services are online platforms that allow you to upload your files and send them to your recipients via a link or an email. Your recipients can then download your files from the service without having to register or install anything. Most file transfer services are free and offer generous size limits, up to several gigabytes per file or transfer. However, they may also have some drawbacks, such as limited storage time, ads, or bandwidth restrictions.

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Jonathon Cline

Marketing and Communications
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In discussing ways to send large email attachments, consider platforms like Flipsnack. Beyond just sending and downloading files, these services enhance interaction, transforming documents into engaging digital experiences, like interactive flipbooks. This not only makes content more appealing but also increases engagement, with features like analytics offering insights into user interaction. While traditional services like WeTransfer are great for simple transfers, platforms like Flipsnack excel when presentation and user experience are paramount, adding significant value to your shared content.

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5 Choose the right format

A fifth tip to send email attachments without exceeding size limits is to choose the right format for your files. Different formats have different characteristics, such as quality, compatibility, and compression. For example, if you are sending images, you may want to use JPEG or PNG formats, which are widely supported and have good compression ratios. If you are sending documents, you may want to use PDF or DOCX formats, which are also widely supported and have options to reduce the file size. If you are sending audio or video files, you may want to use MP3 or MP4 formats, which are also popular and have high compression rates. Choosing the right format can help you optimize the quality and size of your files.

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6 Check the size limits

A final suggestion to send email attachments without exceeding size limits is to check the size limits of your email provider, server, and recipient. Different email providers and servers have different size limits for sending and receiving attachments, ranging from 10 MB to 100 MB or more. You can find out the size limits of your email provider or server by checking their website, settings, or help section. You can also ask your recipient what their size limit is, or use a tool, such as Mail Tester, to test the deliverability of your email. Checking the size limits can help you avoid sending attachments that are too large or too small for your recipient.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jonathon Cline

Marketing and Communications
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When dealing with large file sizes, consider if you might be overcommunicating. In business or academic contexts, clarity and conciseness are key. A bulky file can often contain unnecessary information, diluting the main message. Reevaluate your content: Are all elements crucial? Can the message be more concise? Simplifying not only sharpens your communication but also reduces file size for easier sharing. For presentations, use bullet points and visuals instead of dense text; in documents, focus on key points without excessive detail. Remember, effective communication often means being succinct, making your files more manageable and impactful.

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What are the best ways to send email attachments without exceeding size limits?

1

2

3

4

5

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7

1 Compress your files

2 Split your files

3 Use cloud storage

4 Use file transfer services

5 Choose the right format

6 Check the size limits

7 Here’s what else to consider

Business Communications

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What are the best ways to send email attachments without exceeding size limits?

1

2

3

4

5

6

7

1 Compress your files

2 Split your files

3 Use cloud storage

4 Use file transfer services

5 Choose the right format

6 Check the size limits

7 Here’s what else to consider

Business Communications

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