Reducing Email Attachment Sizes With Compression

Reducing Email Attachment Sizes With Compression


in this video I’ll be demonstrating how to
use compression to overcome attachment size limits in emails as an example i’ll be using gmail which has a maximum attachment
size of twenty five megabytes i’ve prepared two scenarios where the size of the
attachments exceed the limits enforced by gmail in the first scenario i’m looking to send pictures
through email however i have exactly twenty five point one
megabytes of pictures which is slightly over the gmail limit to get around this i’m going to combined all the
pictures into a special compressed file which will be smaller in size file compression is included in windows and
requires no additional software to compress files in windows first select
all the files you wish to compress right click one of the selected files select send to and then select compressed zipped folder now that the compression process is completed
a file with the extension dot zip has appeared in the folder this file should now have a smaller size
than the combined total of the pictures sure enough when i view it in windows it has a total size of twenty four point
nine megabytes whereas we previously had twenty five point one megabytes for all the photos together uh… it’s important to remember that this
file now contains all of the photos we selected earlier and if i launch it here you’ll see what i mean they’re all listed keep in mind that what i’m seeing here
is actually enhanced by third-party software but in windows opening a compressed folder compressed file is the same is opening a folder
so you will see the contents with all the photos much like what i am seeing right here at this point you may be wondering about the
efficiency of the approach given that we saved only point two megabytes the pictures i chose
to compress were all in the jpg file format and jpgs by nature are compressed images
in fact many multimedia file types are already compressed significantly by the time they are produced on the other hand text files and executables are usually not so they
tend to compress better at the very least compression reduces the
number files of that need to be uploaded to an email client simplifying the act of moving
them around in this case the recipient would receive only
one file and after it is uncompressed on his side all the photos will be available and it only
took one email in the second scenario i have significantly
more pictures to send given that their total size is equal to forty four point one megabytes i will have to change my approach rather than compress all photos into one
compressed file i will create multiple compressed files and send multiple emails while i
could simply select a subset of the pictures and create two compressed files via the send to
menu i will instead use a compression program called winrar winrar can be acquired from rar labs dot com and is free to evaluate winrar introduces a new compressed file format
represented with the extension rar it is similar to the zip file but requires winrar
to be installed it has a nice feature that allows raw files
to be automatically split into parts which will be useful in my case to create a multipart rar file simply select all the files you wish to compress right-click any one of them and select add to archive this option will appear after winrar has been
installed once winrar appears it will ask you for an archive name the archive
format compression method and other options the one we care about at the moment is split the volumes what this will allow
us to do is instruct winrar to limit the size of each part in the multipart
set so since winrar requires bytes in this case split to volumes bytes we will need to use
a free online converter which will accept the friendlier megabyte
format and change that into bytes so i have a site right here which i will
put in the description which will allow me to do just that so when i enter twenty five megabytes into
this site and click on this button below it automatically provides me with the bytes kilobytes gigabytes terabytes right
now we only want bytes so i will copy this and return to winrar i will provide it with the bytes in the field
right here and click ok now winrar will start doing its work we simply
have to wait and once it’s complete we will have two rar
files you can see right here that it is already talking about part two we already have two rar files now that it’s complete i will show you the rar files right here scenario
two part one and part two now what we can do simply attach each of these
rars individually to their own emails so i have an email open right here in gmail i will drag the first rar file into it and i can send it and simply create a new email and send part two and once the person receives these rar files
it’s really a simple as clicking on any one of them and dragging the contents elsewhere winrar figures out putting them together and you don’t have to worry about that so
multiple files but they’re treated as one when they’re finally collected at the end so those were two scenarios that illustrated
how compression could be used to get around attachment size limits if you have any questions about what i presented
please feel free to leave me a comment i’d be happy to answer them thanks

18 comments

  1. so only saw you open one rar file which was scenario 1. or part 1. also does the person on the receiving end need the rar software installed also? thanks nick.

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