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How To Compress A File For Email


In this article, we will be discussing how to compress a file for email. Transferring large files in an email message can bring about exceeding the attachment size limit, which can cause the sending of the email to fail.

When you compress files, it reduces their size, making it easier to send them without reaching these limits.

Files that are compressed are large multimedia files like videos, photos, and audio files, these appear to exceed the size limits on their own – most especially videos.

Types Of Compression

Many compression formats are mostly used, and choosing the appropriate one depends on a few unique attributes.

ZIP compression is the most commonly used and is more universal than the others, but it offers less compression than formats like RAR and 7Z. These formats, however, need specialized programs to decompress the files.

The formats your file’s recipient can decompress play a large part in your choice. Mostly, this makes ZIP the best choice of all compressing formats, as ZIP compression is integrated with Windows, and avoids the need for additional plug-ins or downloads.

How To Compress A File For Email

The processes of file compression vary, it is dependent on the program you are using. To use Windows’ built-in ZIP compression in Windows 7;

  1. Right-click the file or folder.
  2. Move the mouse pointer to  “Send to,”
  3. Select “Compressed (zipped) folder” from the drop-down menu.

For that of Windows 8;

  1. Select the file and click “Share,”
  2. Click on “Zip.”

In other programs, you must create the archive, add files to it, and then instruct the program in use to compress

How To Compress A PDF For An Email

A PDF file is most often too large to send in an email. When this happens, you are unable to send it as an attachment, this makes you find an alternative to send it. With a PDF, it is normally compressed in a zip file, just like any other large file.

It is the easiest and most widely chosen way to compress a big file, and your receiver can unzip it when it is being received.

  1. Right-click on your desktop and choose “New Folder.”
  2. Drag the PDF file into this new folder.
  3. Exit out of the folder if you are inside it.
  4. Choose “Send To” and then “zip File.”
  5. The program will make a duplicate copy of the folder with the PDF inside of it, but it will be a zipped, or compressed, file.
  6. Attach the zipped file to your email.

How To Send Files Or Photos Larger Than 25 MB

Gmail tip: Google has already made it easier for everyone to send larger attachments by adding the “Insert using Drive” option to its email app.


If you have followed this guide very well, I am pretty sure you have successfully been able to know whether someone is tracking your phone and has taken measures to stop that. If you still have challenges, kindly let us know your questions via the comment section.

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