Overview
Many email services, systems, and programs limit the size of messages and/or attachments sent through them. When you attempt to send a message that is too large, the results can vary based on the system you are using.
To ensure successful distribution of files, especially to multiple recipients, please use one of the University-approved file transfer services such as Filex, SharePoint, or Google Drive. These platforms provide reliable, efficient file-sharing options that bypass the limitations of email.
Important Note Regarding Deliverability
We cannot guarantee email deliverability when attachments are present. To ensure a file/attachment is delivered successfully, please use one of our University-approved file transfer services.
Optimizing Attachments
If email remains your only option, consider reducing the size of your attachments to improve deliverability. Here are some methods to compress different file types:
Pictures:
Use a program such as Photoshop, Photoshop Elements, or GIMP to save compressed versions of images. Most programs offer an option like “Save for Web” that retains good quality while minimizing file size. Compressed file types such as .jpg and .gif are especially effective.
PDFs:
To reduce the size of PDFs, use Adobe Acrobat. Select Save As… from the File menu and then choose Adobe PDF, Optimized. Adjust the settings to compress images within the PDF, which can significantly reduce the file size for documents with many graphics.
PowerPoint:
Compressing a PowerPoint presentation can also help reduce its file size, although this process varies slightly depending on the version of PowerPoint.
Cloud Storage Links:
Instead of sending large attachments, upload your files to cloud storage services such as Google Drive, Dropbox, or OneDrive, and share the download link in your email.
Embedded Hyperlinks:
When referring to web resources or large internal documents, provide hyperlinks embedded in the email text rather than attaching documents directly. This approach keeps the email size small and ensures easier access to the latest version of the document.
By following these optimization methods, you can help ensure your files are more likely to be delivered successfully via email. However, for the best results, we recommend using our approved file transfer services.