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How to reduce attachments’ size when sending emails in Outlook?

If attachments are too large in emails, it will take some time to send these emails in Outlook. To avoid this situation, some users need to reduce the attachments’ size when sending emails. And this article will introduce a couple of solutions:

Quickly replace all attachments with hyperlinks to reduce email size in Outlook

Normally we can save all attachments and then delete them from an email in Outlook for reducing email size. However, with fantastic Detach All (Attachments) feature of Kutools for Outlook, you can quickly delete and replace all attachments of multiple emails with hyperlinks, and meanwhile save these attachments into your disc folder. Click for 60-day free trial without limitation!

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arrow blue right bubble Reduce attachments’ size with compressing them to zipped files

Actually, we can compress files to zipped files beforehand, and then attach the zipped files in your email. Please do as follows:

1. In the File Explorer, open the folder containing the files you will add as attachments in your email.

2. Select these files, right click and select Send to > Compressed (zipped) folder from the context menu. See screenshot:

3. Click Home > New Email to create a new email in Outlook, and then click Insert > Attach File > Browse This PC or (Insert > Attach File).

4. In the Insert File dialog box, (1) open the folder containing the zipped file, (2) select the zipped file, (3) and click the Open or Insert button. See screenshot:

5. Compose the email and send it.


arrow blue right bubble Reduce attachments’ size when sending emails with Kutools for Outlook

This method will introduce Kutools for Outlook’s Auto compress outgoing attachments options to automatically compress all attachments to zipped files in outgoing emails.

1. Click Kutools > Options to open the Attachment Options dialog box. See screenshot:

doc reduce attachment size 01

2. In the Attachment Options dialog box, please check the Automatically compress attachments before sending emails option on the Compress tab, and click the Ok button. See screenshot:

doc reduce attachment size 02

3. Now click Home > New Email to create a new email, and insert attachments as normal, compose the email and send it.

After sending, you will see all attachments in the sent emails have been compressed to zipped files automatically, and all attachments’ size are reduced too. See screenshot:

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Demo: reduce attachments’ size when sending emails in Outlook?

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arrow blue right bubbleRelated Articles


Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
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