How to reduce attachments’ size when sending emails in Outlook?
Large email attachments can cause slow sending speeds, storage overload, and even delivery failures in Outlook. If you frequently send emails with large files, reducing attachment size is crucial for better performance and faster delivery. There are two effective ways to manage large attachments in Outlook:
Manually compress attachments into ZIP files to reduce size before sending emails (Basic & Manual)
Automatically reduce inbox storage by compressing attachments upon receiving emails with Kutools for Outlook 👍 (Smart & Storage-Friendly)
While the first method helps reduce the size of outgoing attachments, the second method is essential for long-term inbox management, preventing your Outlook mailbox from becoming overloaded with large attachments.
Manually compress attachments into ZIP files to reduce size before sending emails
One way to reduce attachment size is to compress files into a ZIP folder before attaching them to an email. Here’s how:
Step 1: Compress files into a ZIP folder
1. Open File Explorer and navigate to the folder containing the files you want to attach.
2. Select the files, right-click, and choose Send to > Compressed (zipped) folder from the context menu.
Step 2: Attach the compressed ZIP file to an email
1. Open Outlook and click Home > New Email to create a new message.
2. Click Insert > Attach File > Browse This PC.
3. In the Insert File dialog, locate the ZIP file, select it, and click Open.
4. Compose your email and send it.
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Even after reducing outgoing attachment sizes, large incoming attachments can still clog your Outlook mailbox, leading to slow performance and storage issues. Kutools for Outlook offers an Auto Compress Attachments feature that automatically compresses all received attachments, ensuring your inbox stays optimized without manual intervention.
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Step 1: Enable the Auto Compress feature
Click Kutools Plus > Auto Compress > Enable.
Step 2: Configure compression settings
1. In the Auto Compress Attachments dialog box, check Auto compress all received attachments.
2. In the The file extension after compressing section, select the preferred compression format.
3. Click OK to apply the settings.
Result:
All incoming attachments—including images—will be automatically compressed, reducing mailbox size and improving email performance.
Why Use Kutools for Outlook Instead?
- ✅ Fully Automated: No need to manually compress files; attachments shrink automatically upon arrival.
- ✅ Saves Outlook Storage: Prevents large attachments from overloading your inbox.
- ✅ Saves Time & Effort: Ideal for users who frequently handle large attachments.
- ✅ Improves Email Organization: Helps manage attachments efficiently, reducing clutter.
Demo: Reduce attachments’ size when sending emails in Outlook
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