How to make a big file smaller

First, make sure you know the file size limit for the online application you use. Depending on what you’re applying for, the limit can be as low as 2 MB.

Here are some tips for reducing the overall size of your file.

PDF format

• Save as a PDF again, but select the “lowest file size” option available in the software you’re using to create the PDF. For instance, in Microsoft Word, there is an “Optimize for” panel to the left of the “Save” button. Select “Minimum size” to get a reduced file size with clear text and images.
• Reduce the image size if you have access to photo-editing software.
  • Saving your images at a lower resolution, such as 96 DPI (dots per inch) or 150 DPI, can greatly reduce image file size.
  • File size and image options are usually found under the advanced settings menu of the software.
• Remove all unnecessary images in your file.

JPG format

• Scan your document at a lower resolution, such as 96 DPI.
• If you don’t have a scanner, take a photo with your cellphone, and choose a smaller image size.
• Use the “Crop” feature to remove all empty space around the image.
• Reduce the image size. Options are usually found under the advanced settings menu of the software.
• Reduce the JPG image quality if you have access to photo-editing software.

TIFF and PNG format

• Scan your document at a lower resolution (96 DPI).
• If you don’t have a scanner, take a photo with your cellphone, and choose a smaller image size.
• Use the “Crop” feature to remove all empty space around the image.
• Reduce the image size. Options are usually found under the advanced settings menu of the software.
• Save the file in JPG format instead.

DOC and DOCX format

• Remove unnecessary images, formatting and macros in your Word document.
• Save the file as a recent Word version.
• Reduce the images’ size before you add them to your Word document. If you have access to photo-editing software
  • Saving your images at a lower resolution, such as 96 DPI or 150 DPI, can greatly reduce image file size.
  • File size and image options can usually be found under advanced settings menu of the software.
• If your file is still too large, save the file as a PDF
  • When you save as a PDF, use the “Optimize for” panel to the left of the “Save” button. Select “Minimum size” to get a reduced file size with clear text and images.

As the number of different file types have increased over the years we have seen new file types appear that range in size to such an extent that there's a need for users to be able compress files. For example, we've all been at work and been sent a spreadsheet, document or presentation that has blown our mailbox. We've all visited websites that seem to take an age to load and that's because the images used on the site are unnecessarily large in size. Sometimes, there's a requirement to have the highest quality file possible - perhaps a wedding picture you want printed or a movie that you are airing. However, most of the time we want to be able to send files quickly and to also be able to consume them easily. This is why we have built the Zamzar compression tool. We are able to compress all different types of files - Images, Documents, Videos and Audio files - and allow users to make those files smaller whilst still retaining their overall quality. Just like our conversion tool, it is simple to use and can all be done online in an instant.

We have file-size problems. Our cameras now take fabulous photos and crisp videos. Our computers can tackle monstrous spreadsheets. We can create detailed graphics that look stunning when blown up. But all of that comes with a drawback: honking huge files.

So what do you do when you want to send that slick video or pile of digital photos of your vacation adventure to grandma, but the file is too big to attach to an email? Here are five ways to handle it:

1. Use Google Drive

Gmail users have it easy when it to comes to sending files that are over the limit. Google Drive will come to your rescue when you try to attach a file that’s over the 25 MB size restriction. Gmail will pop up with a message reading, “Large files must be shared with Google Drive. Attachments larger than 25MB will be automatically uploaded to Google Drive. A download link will be included in your emails.”

This is a no-sweat way to send those large files. You get a workaround for the attachment limit and the recipient can download the file at her leisure. You can also upload files directly to Google Drive and then share them from there. Keep in mind that these files can count against your Drive storage space. Drive can hold files up to a massive 5 terabytes in size, but you will need an upgraded, paid storage plan to accommodate that much data.

Psst! Did you know Google Drive recently added new features? Click here for details on Team Drives, Google Vault, Drive File Stream and Quick Access.

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2. Sign up for a free DropBox account

DropBox is a popular online storage service that lets you keep important files backed up in the cloud. It also makes it easy to share those files with other people, who can download them through a sharing link or add them to their own DropBox accounts.

DropBox offers a free 2 GB of room to anyone. If your cloud storage needs are more demanding than the free account can accommodate, then you can check into paid tiers that offer more space. Services like Box.com and Microsoft’s OneDrive offer similar features to DropBox. You can always sign up for more than one free storage service if you’re getting low on space.

3. Send through WeTransfer

WeTransfer’s basic free service lets you share files up to 2 GB in size. WeTransfer isn’t for online storage. It’s just for sending files. It’s very simple to use. Just go to the site, choose the free option, add your file (or files) from your computer and then put in your email, your recipient’s email, and a message. Hit the “Transfer” button and wait while WeTransfer uploads the file and sends a notice to the receiver. The files will remain available to download for seven days.

4. Discover Amazon Drive

It’s easy for Amazon’s Drive service to get overlooked in the crush of Prime perks, but it offers an easy file storage and sharing option for people who are already hooked on the Amazon ecosystem.

Any Amazon user can get 5 GB of space for free, but Prime members get the extra perk of unlimited photo storage, which is a compelling carrot for shutterbugs. Much like DropBox, you can share those photos and other files by generating a link and emailing it to your recipient.

Note: Amazon Drive is just one of the perks that come with your Prime membership. Click here for a full list of included benefits.

5. Compress the file

You can make a large file a little smaller by compressing it into a zipped folder. In Windows, right-click the file or folder, go down to “send to,” and choose “Compressed (zipped) folder.” This will create a new folder that’s smaller than the original. For Mac systems, control-click a file (or tap it with two fingers) to bring up the shortcut menu. Choose “Compress” to make a daintier zipped version.

Compressing isn’t a magic bullet. For example, compressing a 90 MB image file in Windows may only result in a 60 MB zipped file, but it can be useful if you just need to slim a file down a little to get under your email sending limit.

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