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How to Compress and Send Files via Email

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If you’ve ever tried to send a file via email only to have it bounce back due to file size limits, you know how frustrating it can be. Most email providers, like Gmail and Yahoo, restrict attachment sizes to 25 MB, which can be an issue when dealing with large images, videos, or other files. The solution? Compressing files to reduce their size before sending them.

In this guide, we'll cover how to compress and send files via email, as well as alternative methods if compression alone doesn’t do the trick.

Why Compress Files?

Compressing files helps reduce their size, making them easier to send via email. Most operating systems have built-in tools to create ZIP files, which bundle your data into a single, smaller package.

Compression is ideal for:

  • Photos and images with large file sizes.
  • Documents with multiple pages or embedded media.
  • Audio or video files that exceed email size limits.

However, keep in mind that some types of files, like already compressed video files (e.g., MP4), may not compress much further, so file transfer alternatives are sometimes necessary.

Steps to Compress Files for Email

1. Compress Files Using ZIP (Windows/Mac)

Both Windows and macOS offer built-in support for file compression. Here's how to compress a file into a .ZIP file on both platforms:

On Windows:

  1. Right-click the file or folder you want to compress.
  2. Select Send to → Compressed (Zipped) folder.
  3. A ZIP file will be created in the same directory.

On macOS:

  1. Right-click the file or folder.
  2. Select Compress.
  3. A ZIP file will be created with the same name in the same location.

2. Compress Files Using Third-Party Tools

For advanced compression or additional formats like RAR, you can use tools such as:

Simply install one of these tools, follow the on-screen instructions to compress your files, and attach the resulting ZIP or RAR file to your email.

3. Attach the Compressed File to Your Email

Once the files are compressed:

  1. Open your email client (e.g., Gmail, Outlook).
  2. Click the attachment icon (paperclip).
  3. Select the compressed file (e.g., .zip or .rar) from your local drive.
  4. Send the email as usual.

If your compressed file is still too large, read on for other methods.

Alternatives to Sending Large Files via Email

Sometimes, even compressed files exceed email size limits. Here are alternative ways to send your large files:

1. Use Cloud Storage Services

Upload your files to a cloud storage service and share the download link via email. Some of the best options include:

Simply upload your files to the cloud and share the download link via email. This way, you avoid file size limits altogether.

2. Use File Transfer Services

If you don’t want to deal with cloud storage, file transfer services like TransferRocket or WeTransfer allow you to send large files without compression. TransferRocket offers 5 GB for free, with a pay-per-use pricing model for larger transfers.

Pros and Cons of Compressing Files

Pros

  • Reduces file size for easy email attachment.
  • Simple to do using built-in OS tools or third-party apps.
  • Saves space on your local drive or external storage.

Cons

  • Not ideal for all file types: Pre-compressed formats (like MP4 or JPEG) won't shrink much.
  • Potential quality loss: Some compression methods, like converting to RAR, may cause minor quality degradation.

FAQ: Compressing and Sending Files via Email

How do I compress a file on Windows?

Right-click the file, choose Send to, then select Compressed (Zipped) folder. A ZIP file will be created in the same location.

What if my compressed file is still too large to email?

If compression isn’t enough, upload your file to a cloud storage service like Google Drive or use a file transfer service like TransferRocket and share the link instead.

Are there any risks to compressing files?

Compressing files doesn’t inherently pose risks, but be cautious when downloading compressed files from unknown sources, as they may contain malware.

Conclusion

Compressing files is an easy and effective way to reduce file size and share large files via email. However, when file size limits are still an issue, consider using cloud storage or file transfer services for a hassle-free experience. For more tips on handling large files, check out the following posts:

Send uncompressed files now with TransferRocket

Send files now