Quickly compress / uncompress all pictures and attachments of emails in outlook

Author: Siluvia Last Modified: 2024-06-24

Kutools for Outlook

While sending message with large attachments embedded, you would like to compress these attachments in order to make sending faster. And for the emails with attachments you have received, compress them can release your folder space, and make your Outlook run smoothly. With the Compress All and Uncompress All utilities of Kutools for Outlook, you can quickly compress and uncompress all attached attachments in one or multiple emails. Besides that, the Auto Compress utility allows you to auto compress all received attachments, or compress received attachments automatically by specified rules.

Compress all attachments of one or multiple selected emails

Compress attachments of one or multiple selected emails by conditions

Uncompress all attachments of one or multiple selected emails

Auto compress all received attachments in Outlook

Auto compress received attachments by specified rules

Compress All Attachments Of One Or Multiple selected Emails

Please do as follows to compress all attachments of one or multiple selected emails in Outlook.

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1. Open an email folder and select one or multiple emails with attachments you want to compress at once.

2. Click Kutools Plus > Attachment Tools > Compress All. See screenshot:

3. In the Compress Settings dialog box, check the Compress all attachments option and then click the OK button.

Tips: If you don’t want to display this Compress Settings dialog again in current Outlook session, please check the Don’t show this Compress Settings dialog again in current Outlook session box. But if you reopen Outlook, the Compress Settings dialog will be displayed again when applying the feature.

3. Then a Compress All dialog box pops up, click the Yes button.

Then all attachments (including picture attachments) in the selected emails are compressed immediately.

Compress attachments of one or multiple selected emails by conditions

Sometimes, you only want to compress some specific attachments in selected emails rather than compressing all of them. The Compress All attachments feature also provides some conditions for you. Please do as follows.

1. Select an email or multiple emails containing attachments you will compress some of them.

2. Click Kutools Plus > Attachment Tools > Compress All.

3. In the Compress Settings dialog box, supposing you only want to compress the type of .xlsx attachments which the size is more than 600, please configure as follows.

Check the Compress attachments that match the following condition option;
Check the Attachment type box and enter the file extension (.xlsx) into the text box (For multiple extensions, please separate them with semicolon);
Check the Attachment size box, choose More than from the drop down list, and then type the attachment size (600) in the text box;
Click the OK button.

Note: Please specify the conditions based on your needs.

4. Then a Compress All dialog box pops up to remind you whether to compress the attachments, click the Yes button.

5. A Kutools for Outlook dialog box pops up to tell you how many attachments have been compressed, click OK to close it.

Then only the attachments that meet the conditions have been compressed in selected emails.

Uncompress All Attachments Of One Or Multiple selected Emails

This section is going to introduce the Uncompress All attachments of Kutools for Outlook to help you quickly uncompress attachments in one or multiple selected emails.

1. Select one or multiple emails which containing the compressed attachments you will uncompress.

2. Click Kutools Plus > Attachment Tools > Uncompress All. See screenshot:

3. In the popping up Uncompress All dialog box, click the Yes button.

Then all compressed attachments (including picture attachments) in selected emails are uncompressed.

Note: This utility is only applied to the attachments which are compressed by our Compress All feature.

Demo: Compress and uncompress all attachments in multiple emails

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 30-day free trial without limitation!

Auto compress all received attachments in Outlook

If you want to automatically compress all received attachments, the Auto Compress utility of Kutools for Outlook is your best choice.

1. Firstly, please turn on the feature by clicking Kutools > Auto Compress > Enable.

2. In the popping up Kutools for Outlook dialog box, click the OK button. Now the Auto Compress feature is turned on.

3. And then click Auto Compress > Auto Compress Manager under the Kutools tab.

4. In the Auto compress attachments dialog box, please configure as follows.

Check the Auto compress all received attachments option;
In the The file extension after compressing section, choose one option as you need.
Click the OK button to finish the setting. See screenshot:

From now on, when receiving emails with attachments in Outlook, all attachments (including picture attachments) will be compressed automatically.

Auto compress received attachments by specified rules

When receiving emails, if you only want to automatically compress all .xlsx extension attachments with the size of more than 600 kilobyte, you can create a rule with specific conditions to achieve it with the Auto Compress utility. Please do as follows.

1. Click Kutools > Auto Compress > Enable. In the popping up Kutools for Outlook dialog box, click the OK button. Then the Auto Compress feature is turned on.

2. And then click Auto Compress > Auto Compress Manager under the Kutools tab.

3. In the Auto compress attachments dialog box, you need to:

Check the Auto compress received attachments by rules option;
Click the New button.

4. In the Auto compression rule dialog box, please configure as follows.

Enter the rule name in the Rule name text box;
In the Filter conditions, specify the conditions you need (In this case, I only enable the Attachment type and Attachment Size conditions as follows);

1) Check the Attachment type box, enter the file extension “.xlsx” in the text box;
2) Check the Attachment Size box, choose More than from the drop-down menu, and then enter 600 in the text box.

In the Compressed extension section, choose an option as you need;
Click the OK button.

5. When it returns to the Auto compress attachments dialog box, you can see the created rule already checked and the details of the rule as shown in the rule description box, please click OK to finish the settings.

From now on, when emails arrive in Outlook, the .xlsx attachments with the size of more than 600KB will be automatically compressed.

Notes:

1. In the Auto compress attachments dialog box, you can edit, delete a created rule with the Edit, Delete button.

2. To batch delete the rules listed in the Auto Compress Attachments dialog, you can first select the rules with the help of Shift and/ or Ctrl button, right-click on the selection to bring up a menu as shown below, and then click Delete.

3. If the rule description is too long to fully display in one line, you can check the Display the rule description inline wrap box to display the rule description as inline wrap.

4. If you only want to compress or uncompress a single attachment or multiple selected attachments in an email, please select the attachment(s) in the Reading Pane, then you can see the Attachment Tools tab is showing, please click the Kutools tab, and then click the Compress or Uncrompress to compress or uncompress selected attachment(s).

5. When manually compress all attachments or automatically compress all received attachments, the picture attachments are processed by default. If you don’t want to handle picture attachments, please click Kutools > Options (an arrow in the lower right corner of the Attachments group). In the Attachment options dialog box, uncheck the Process picture attachment option under General tab, and then click the Ok button.

6. If you want to automatically compress attachments before sending emails, please get into the Attachment options dialog box by clicking Kutools > Options (an arrow in the lower right corner of the Attachments group), then check the Automatically compress attachments before sending emails box under the Compress tab.

7. Under the Compress tab of the Attachment options dialog box, you can

Specify file extension for all manually compressed attachments.
Set compression exclusion based on attachment file extensions or attachment size.

8. Under the Auto Compress tab of the Attachment options dialog box, you can directly specify file extension for all automatically compressed attachments.

Demo: Auto compress attachments in every outgoing and incoming email

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 30-day free trial without limitation!