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Microsoft Outlook Tip: Reduce the Size of Attached Pictures

Microsoft Outlook Tip: Reduce the Size of Attached Pictures

It is very common nowadays to send pictures as attachments to an email. However, if you attach several pictures, the size of your email can become quite large. It’s not uncommon for one picture from a digital camera to be multiple megabytes (MB) or more.

As you probably already know, there are several negatives to sending a large email message. For example, if you send a message that exceeds the message size limit for either your or the recipient’s mail server, the message will be returned to you or “bounced” back and not delivered. Additionally, many companies enforce mailbox size limits. Emails with large attachments can greatly increase the size of both your mailbox and the recipient’s mailbox. Finally, large messages can bog down the entire system—period.

Reducing the size of picture attachments is definitely a good thing and if you have Microsoft Outlook, it’s easy! Keep in mind that digital cameras can create very large images far in excess of the dimensions that most computer monitors can display full screen. Compressing the image to a smaller width and height can greatly reduce the file size. Outlook provides this option for pictures that are attached, but not for those displayed within the message body.

Use the following steps to create a new email, with an attached picture, reduced in size:

  1. Navigate to the Inbox.
  2. Select the Home tab. (“Home” auto-displays)
  3. In the New group, click on the New E-mail button. (Note: Microsoft displays a new message form)
  4. Complete the new message header. (Note: For practice, address the email to yourself)
  5. On the Message tab, in the Include group, click on the Attach File button. (Note: Microsoft displays the Insert File dialogue box. Navigate to and insert the desired picture.)
  6. Select the File tab and verify the Info option in the first panel is selected.
  7. At the top of the second panel, under Image Attachments, select the Resize large images when I send this message option.
  8. Select the Message tab to return to your message. (Note: Jot down the current size of the attached picture file)
  9. Click on Send. (Note: Open the email you just sent to yourself. Is the size of the attached picture file much smaller than the original attachment before it was sent?)

Admin-Conf-Spring-Sheila-Weisensale.jpgWith Microsoft Outlook, sending picture attachments reduced in size has never been easier.

For more tips, consider CCWA’s Microsoft Outlook Tips & Tricks course.

Authored by: Sheila Weisensale, Adjunct Faculty Member, Community College Workforce Alliance

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