How to resize large image attachments in outlook

You’ll receive an error message if you attempt to attach files larger than the maximum size limit. There are a few ways to work around this size limit, including using a file sharing service or compressing the file.

Outlook limits the size of files you can send. This limit prevents your computer from continually trying to upload very large attachments that exceed the limits of most Internet service providers. For Internet email account. such as Outlook.com or Gmail, the combined file size limit is 20 megabytes (MB) and for Exchange accounts (business email), the default combined file size limit is 10 MB.

Save your file to a cloud service and share a link

There are many cloud storage services to which you can upload and then share large files. Some popular cloud storage services include OneDrive, Dropbox, iCloud, and Google Drive. Once your file is stored in the cloud, you can include a link to the document in your email message.

Upload your file to a cloud service, such as OneDrive or Dropbox.

Note: The service you use generates a link to access your file. Your recipient can open the link to download your file.

After you upload the file, copy the link, and paste it into your email message.

Tip: For detailed information about uploading files and creating a download link in OneDrive, go to Upload photos and files and Share files and folders and change permissions.

Compress the file

When you compress, or zip , your file, it decreases its size, and it might decrease it enough to fit within the Outlook size limits for attachments. The following articles describe how to compress and extract files for different Windows operating systems.

Reduce the size of an image

If you’re sending large image files you can automatically resize them to reduce their file size.

Attach the images to your email message.

Click File > Info.

Under the Image Attachments section, select Resize large images when I send this message.

How to resize large image attachments in outlook

Return to your message, and click Send.

Save the file to a SharePoint server library

If you’re using Outlook in a business environment and use SharePoint, you can save a file to a SharePoint library and share a link to the file. See Share a document using SharePoint or OneDrive for instructions.

For Outlook 2010 and Outlook 2007, if you try to send a message with attachments that are too large, the message“ The attachment size exceeds the allowable limit” appears.

Note: For more information on how to change maximum allowable attachment sizes, see “Attachment size exceeds the allowable limit” error.

Even if your message doesn’t exceed the Outlook or Exchange Server attachment size limits, there is a chance your recipient’s email provider might block messages that include large attachments. To help reduce the size of attachments that you send in Outlook, see Reduce the size of pictures and attachments.

In addition to mail provider limits on total message size, sending large attachments through email is not always the best solution.

Your message might cause your recipients’ mailbox to exceed the storage quota If the recipients’ mailboxes exceed the storage quota, the recipients could be prevented from receiving other messages.

Your message might cause your mailbox to exceed the storage quota Each message that you send is saved in the Sent Items folder. Sending large attachments to other people counts against your mailbox size quota as well. When you exceed the storage quota, you could be blocked from receiving additional messages.

Attachment bloat When a file is attached to message, it has to be encoded. The encoding process causes attached files to become 1.37 times larger than they are on your computer. For example, if you send a 5 MB file attachment, the attachment is sent as 6.85 MB of data.

There are several ways to share large files and collaborate with other people without sending attachments.

Microsoft SharePoint Server libraries If you have access to a SharePoint Server library, files can be saved to the library. For more information, see Save a file to a SharePoint library. SharePoint libraries can be accessed directly in Outlook.

If your organization uses SharePoint Server and provides you with a My Site, you can upload your files to your My Site Shared Documents library, and then include a link to the file in your message.

When you open the SharePoint document library to which you have uploaded your file, right-click the link to the document, click Copy Shortcut, and then paste (CTRL+V) the shortcut into your message.

OneDrive OneDrive is a free Microsoft service that provides password-protected online file storage making it possible to save, access, and share files online with friends or co-workers, from nearly anywhere. You can save Microsoft Office documents directly to OneDrive. For more information see, Introduction to OneDrive.

Shared network locations Save files in a folder that your recipients can also access. You can then send recipients a message containing a link to the shared location. On the Insert tab, in the Links group, click Hyperlink. If the shared location path or file name contains spaces, see Add links containing spaces to an e-mail message.

Photo sharing sites If you are sending pictures to someone, consider resizing those pictures before you send them. See Reduce the size of pictures and attachments. With modern digital cameras, each picture can be 3 MB or more when you transfer them from your camera. If you don’t want to resize your pictures, there are many photo sharing websites where you can upload your pictures, and then send a link to the pictures in a message.

Video sharing sites Even a short video file can be very large. Consider sharing video clips using one of the methods described in this article or to a video sharing website.

Security Note: When you attach a file to a message, you determine the intended recipient. If you upload a file to a shared location or service, make sure that you understand the privacy and security settings of that site, including who has access to your file.

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

How to resize large image attachments in outlook

When you have to send someone a large image file through email, it’s a good idea to resize the image file to make it smaller before sending it. Outlook makes this easy and allows you to resize the image file as it’s sent.

Some companies and email services still have small attachment limits. So, resizing images can avoid having your message bounced back to you. It’s also an easy way of resizing images for yourself. Simply email the image file to yourself and have Outlook resize it automatically.

NOTE: We used Outlook 2013 to illustrate this feature.

To have Outlook resize an image file as it’s sent, create a new email message and enter the recipient’s email address, a subject line and any text message you want to send. Then, click the “Insert” tab.

How to resize large image attachments in outlook

In the “Include” section of the “Insert” tab, click “Attach File.”

How to resize large image attachments in outlook

The “Insert File” dialog box displays. Navigate to the folder containing the image you want to send. Select the file and click “Insert.”

How to resize large image attachments in outlook

The file is attached to the message and the size is noted. In our example, we didn’t send a particularly large image file, but it still got noticeably smaller when it was sent.

Before clicking “Send,” there is a setting we must turn on to resize the image as it’s sent. To access this setting, click the “File” tab.

How to resize large image attachments in outlook

On the “Info” screen, select the “Resize large images when I send this message” radio button. Then, click the left arrow button in the upper-left corner of the “Info” screen to return to your email message.

How to resize large image attachments in outlook

Now, click send to send the message.

How to resize large image attachments in outlook

The image file will be resized and your recipient will receive a smaller file. In our example, the image file went from 345 KB down to 131 KB, as shown in the image at the beginning of this article.

If you must send the original large file to someone, you can use a cloud service like Dropbox, Google Drive, or OneDrive, or other services for sending and sharing large files. We’ve also previously other options for sending large files over email.

How to reduce image’s size in Outlook?

Supposing you need to send friends some large photos via Microsoft Outlook, no matter how you attach these photos as attachments or insert photos in the message body directly, these photos may be too big for recipients to receive or view regularly. Actually, you can resize both of attached images and images in messages body before you send the message.

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Resize attached photos in Outlook 2010 and 2013

This section will talk about resizing big attached photos which you added by Insert > Attach File in message window in Outlook 2010 and 2013.

Step 1: Create a new message with clicking the New- Email button on the Home tab in the Mail view.

Step 2: In the message window, please click the Attach File button on the Insert tab.

How to resize large image attachments in outlook

Step 3: In the popping up Insert File dialog box, please find out and select pictures, and click the Insert button.

How to resize large image attachments in outlook

Step 4: In the Message window, click the File > Info.

Step 5: Now please check the option of Resize large images when I send this message. See the following screen shot:

How to resize large image attachments in outlook

Step 6: Compose your email message and send it.

Note: This method will resize big attached photos at a maximum of 1024×768 pixels in Outlook 2010 and 2013.

Resize attached photos in Outlook 2007

This section will guide you to resize attached pictures automatically in Microsoft Outlook 2007.

Step 1: Create a new message with clicking the File > New > Mail Message, or just clicking the New button in the Ribbon.

Step 2: In the message window, please click the Attach File button on the Insert tab.

Step 3: In the popping up Insert File dialog box, please find out and select pictures, and click the Insert button.

Step 4: Click the arrow button at the bottom-right corner in the Include group on Insert tab to activate the Attachment Options pane. See the following screen shot:

How to resize large image attachments in outlook

Step 5: Go to the Picture Options section in the Attachment Options pane, please click the Select Picture size: box, and select one of picture sizes based on your needs.

Note: If you check the option of Show when attaching files, the Attachment Pane will come out automatically when you attach pictures in your composing messages.

Step 6: Compose your email message and send it.

Reduce the size of photos in message body

Most of time, you may layout photos in the body of messages directly, which make your messages much attractive. However, the photos may be too large for recipients to view regularly. This section will help you solve this problem, and reduce the size of inserted photos in message body easily.

Step 1: Create a new message:

  • In Outlook 2010 and 2013, please click the New E-mail button on the Home tab in Mail view;
  • In Outlook 2007, please click the File >New >Mail Message, or just clicking the New button in the Ribbon.

Step 2: Insert pictures in the message body with clicking the Picture button on the Insert tab.

Note: The Picture button will be gray until you put the cursor in the body of message.

Step 3: In the popping up Insert Picture dialog box, please find out and select pictures, and click the Insert button.

Step 4: Right click the inserted picture, and select the Size and Position (or Size in Outlook 2007) in the right-clicking menu.

How to resize large image attachments in outlook

Step 5: In the new dialog box, go to the Scale section on the Size tab, and you can specify the percent of both Height and Width according to your needs, for example 30%. See the following screen shot:

How to resize large image attachments in outlook

Step 6: Click the OK (or Close) button to exit the dialog box.