Sending Big Files through Outlook: A Step-by-Step Guide
Outlook is a powerful email client that allows users to send and receive emails, as well as manage their contacts and calendars. However, sending large files can be a challenge, especially if you’re working with files that exceed 10MB in size. In this article, we’ll explore the best ways to send big files through Outlook, including how to compress files, use attachments, and use third-party services.
Compressing Files before Sending
Before you can send a big file through Outlook, you need to compress it to reduce its size. Here are a few ways to compress files:
- Using the built-in compression tool: You can use the built-in compression tool in Outlook to compress files before sending them. To do this, follow these steps:
- Open Outlook and click on the "File" tab.
- Click on "Compress" and then select the file you want to compress.
- Choose the compression method you want to use (e.g. "Best" or "Fast").
- Click "OK" to compress the file.
- Using a third-party compression tool: There are many third-party compression tools available that can help you compress files before sending them. Some popular options include:
- WinZip
- 7-Zip
- WinRar
- Using a cloud storage service: Cloud storage services like Dropbox, Google Drive, and OneDrive allow you to upload files and then download them later. You can then compress the file before sending it through Outlook.
Using Attachments
Outlook allows you to attach files to emails, which can be a convenient way to send large files. Here are a few ways to attach files:
- Using the "Attach" button: To attach a file, follow these steps:
- Open Outlook and click on the "File" tab.
- Click on "Attach" and then select the file you want to attach.
- Choose the file type (e.g. "Word document" or "PDF").
- Click "OK" to attach the file.
- Using the "Attach" button in the "To" field: You can also attach files to the "To" field in the email, which can be useful for sending large files to multiple recipients.
Using Third-Party Services
There are many third-party services available that can help you send big files through Outlook. Here are a few options:
- Dropbox: Dropbox allows you to upload files and then download them later. You can then compress the file before sending it through Outlook.
- Google Drive: Google Drive allows you to upload files and then download them later. You can then compress the file before sending it through Outlook.
- Microsoft OneDrive: Microsoft OneDrive allows you to upload files and then download them later. You can then compress the file before sending it through Outlook.
- SendSpace: SendSpace is a cloud storage service that allows you to upload files and then download them later. You can then compress the file before sending it through Outlook.
Table: Compressing Files before Sending
| Method | Compression Method | Compression Ratio |
|---|---|---|
| Built-in compression tool | Best | 50-70% |
| Built-in compression tool | Fast | 30-50% |
| Third-party compression tool | Best | 70-90% |
| Third-party compression tool | Fast | 50-70% |
| Cloud storage service | Best | 90-100% |
| Cloud storage service | Fast | 80-90% |
Sending Files with Large Attachments
When sending files with large attachments, you’ll need to make sure that the attachment is compressed before sending it through Outlook. Here are a few ways to compress attachments:
- Using the built-in compression tool: You can use the built-in compression tool in Outlook to compress attachments before sending them.
- Using a third-party compression tool: There are many third-party compression tools available that can help you compress attachments before sending them.
- Using a cloud storage service: Cloud storage services like Dropbox, Google Drive, and OneDrive allow you to upload files and then compress the attachment before sending it through Outlook.
Table: Sending Files with Large Attachments
| Method | Compression Method | Compression Ratio |
|---|---|---|
| Built-in compression tool | Best | 50-70% |
| Built-in compression tool | Fast | 30-50% |
| Third-party compression tool | Best | 70-90% |
| Third-party compression tool | Fast | 50-70% |
| Cloud storage service | Best | 90-100% |
| Cloud storage service | Fast | 80-90% |
Tips and Tricks
- Use a zip file: Using a zip file can help reduce the size of your attachment before sending it through Outlook.
- Use a cloud storage service: Cloud storage services like Dropbox, Google Drive, and OneDrive allow you to upload files and then compress the attachment before sending it through Outlook.
- Use a third-party compression tool: There are many third-party compression tools available that can help you compress attachments before sending them.
- Test your email: Before sending a big file through Outlook, make sure to test your email to ensure that it sends correctly.
Conclusion
Sending big files through Outlook can be a challenge, but there are many ways to make it easier. By compressing files before sending them, using attachments, and using third-party services, you can ensure that your big files arrive at their destination quickly and efficiently. Remember to test your email before sending a big file, and use a zip file or cloud storage service to reduce the size of your attachment. With these tips and tricks, you’ll be able to send big files through Outlook with ease.