In our fast-paced daily lives, sharing PPT files is essential, and compression is the key to efficient transmission. However, many struggle with this process, unsure of how to compress Powerpoint presentations for email. Fear not! This article provides comprehensive guidance on compressing presentations for email.
Part 1: Reasons for Limitation on Email Attachment Size
Email services impose attachment size limits mainly for security and operational reasons. Large attachments can overload servers, cause delays, and increase the risk of spam and malware. By setting limits, email providers ensure smooth operation and protect users from potential threats.
Part 2: How to Compress a Powerpoint Presentation for Email
Reducing Size of Video for Compressing PPT
To reduce video size in your Powerpoint presentation for email, follow these steps:
Step 1: Open your presentation in Microsoft Powerpoint. Click on the File tab in the upper-left corner.
Step 2: From the dropdown menu, select Info.
Step 3: Select Compress Media. There are three compression choices available.
Step 4: Select your favorite compression method.
Step 5: When the file has finished compressing, click Close.
Compressing Images
To compress images in your Powerpoint presentation, use the following guide:
Step 1: Launch PowerPoint and open the presentation.
Step 2 In the top toolbar, select "File" > "Options" > "Advanced."
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Step 3 Adjust the options under "Image Size and Quality" as follows:
Check the box next to "Discard editing data."
Remove the check mark next to "Do not compress images in file."
In the "Default resolution" dropdown box, select "150 PPI" or below.
Step 4 Select "OK."
Compressing PPT as ZIP file
To compress your entire Powerpoint presentation into a ZIP file, follow these steps:
Step 1 Navigate to the presentation that you wish to compress.
Step 2 Select Send to > Compressed (zipped) folder from the context menu when you right-click the presentation.
Step 3 Windows generates a new zip file with the same name as the PowerPoint file.
Part 3: How to Email a Compressed Powerpoint Presentation ?
To email a compressed PPT, follow this step-by-step tutorial:
Step 1: Open your compressed PPT presentation.
Step 2: Select "File" from the top toolbar.
Step 3: Click on "Share," and then choose "Email."
Step 4: Under "Email," select one of the following options:
"Send as Attachment" to attach your presentation to an email message.
"Send a Link" to create an email containing a link to your presentation.
Note: For this option, save your presentation in a shared location like SharePoint or OneDrive.
"Send as PDF" to save your presentation as a PDF file and attach it to an email message.
"Send as XPS" to save your presentation as an.xps file that you can attach to an email message.
"Send as Internet Fax" to send your presentation as a fax without using a fax machine. This option requires signing up with a fax service provider.
Step 5: Fill in the recipient's email address, subject, and any additional message.
Step 6: Double-check the email content and attachments before clicking "Send."
Part 4: WPS Office - Your Best Alternative to Microsoft Office
WPS Office is a powerful office suite that provides a compelling alternative to Microsoft Office. With its comprehensive features and user-friendly interface, WPS Office has gained popularity among users seeking a reliable and free productivity solution.
Main Features of WPS Office:
Writer: A word processing tool with advanced formatting options and collaborative features.
Spreadsheets: An Excel-like spreadsheet application for data analysis and calculations.
Presentation: A dynamic presentation tool for creating captivating slideshows.
PDF: Allows users to convert, edit, and annotate PDF files effortlessly.
Advantages of WPS Office:
Free: WPS Office offers full functionality without any cost, making it an economical choice for individuals and businesses.
Perfect Compatibility: It supports a wide range of file formats, ensuring seamless collaboration with Microsoft Office users.
User-friendly Interface: WPS Office provides an intuitive interface, allowing users to navigate and utilize its features effortlessly.
Course Teaching: WPS Office offers tutorials and learning resources to help users maximize their productivity and proficiency with the suite.
FAQs
1. How do I send a large PowerPoint file through Outlook?
To send a large PowerPoint file through Outlook, you have a few options:
Use OneDrive: Upload the large PowerPoint file to OneDrive and share the link to the file in your email instead of attaching the file directly.
Use cloud storage services: If you have access to cloud storage services like Google Drive or Dropbox, upload the file there and share the link in your email.
2. How to increase the size limit of email attachment in Office 365?
To change the Office 365 message limit, log in to your Office 365 portal and open the Exchange Admin. Access the recipients' mailbox properties, click on "Mailbox Features," and then navigate to "Message Size Restrictions." Change the maximum message size to a maximum of 150,000KB for both Sent and Received messages.
Summary
In this comprehensive guide, we learned how to efficiently compress a PowerPoint presentation for email, reducing file size without compromising quality. By following step-by-step instructions, you can easily compress videos, images, and the entire presentation into a ZIP file, making sharing hassle-free.
Additionally, we explored the advantages of using WPS Office as a powerful and free alternative to Microsoft Office, with its user-friendly interface and perfect compatibility. With WPS Office, you can enjoy a suite of essential productivity tools at no cost.
