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How Many MB Can I Send in Outlook?

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How Many MB Can I Send in Outlook?

Microsoft Outlook is one of the most widely used email platforms for both personal and business communication. However, like all email services, it has its limits when it comes to sending large files. This article explores the details around Outlook’s attachment size limits, how to work around them, and best practices for managing large files in your email communication.

Understanding Outlook’s Attachment Size Limit

Outlook’s attachment size limit varies depending on whether you’re using Outlook as part of a Microsoft 365 subscription, a standalone application, or through a webmail service like Outlook.com.

  1. Microsoft 365 and Exchange Server:
    • If you’re using Outlook with a Microsoft 365 or Exchange Server account, the default maximum attachment size is 20 MB. This limit is set by the Exchange administrator and can be customized by the organization.
    • However, the total email size includes not just the attachments but also the email content and any encoded information, which can increase the overall size.
  2. Outlook.com:
    • For Outlook.com (the web-based email service formerly known as Hotmail), the attachment size limit is 10 MB per file and a total of 20 MB for the entire email.
    • If you’re attaching multiple files, their combined size must be under 20 MB.
  3. Standalone Outlook Application:
    • When using Outlook as a standalone desktop application with non-Exchange accounts (such as IMAP or POP3), the attachment size limit is typically 20 MB. However, this can vary depending on your email provider’s settings.
    Example: Gmail users accessing their accounts through Outlook will be subject to Gmail’s limit of 25 MB per email, regardless of Outlook’s settings.

Why Does Outlook Have These Limits?

Email attachment size limits are primarily a safeguard against excessive data usage and server overload. When an email is sent, it must be transmitted through various mail servers before reaching its destination. Larger files can cause delays, increase the likelihood of failed delivery, and consume more storage space on email servers.

According to a study by Radicati Group, the average business email size is around 75 KB, far below the limit. However, when attachments such as documents, images, or videos are added, the size can increase significantly. Keeping the attachment size within limits ensures smoother email delivery and avoids straining the infrastructure.

Workarounds for Sending Large Files

When your attachments exceed Outlook’s size limit, there are several ways to manage this:

  1. Compressing Files:
    • Compressing files into a .zip format can significantly reduce their size, making it easier to stay within the limit. Most operating systems have built-in tools to compress files.
    Example: A 30 MB PDF can often be compressed to around 10-15 MB, which might allow it to be sent through Outlook.
  2. Using Cloud Storage:
    • Outlook integrates with OneDrive, Microsoft’s cloud storage service. Instead of attaching large files directly, you can upload them to OneDrive and share the link via email. This method bypasses the size limit entirely.
    • Other cloud storage services like Google Drive, Dropbox, or Box also offer similar functionalities, though their integration with Outlook might require additional steps.
    Expert Opinion: A report by Gartner highlights that cloud storage adoption has grown significantly in recent years, with more businesses leveraging these services to facilitate the sharing of large files without overwhelming email servers.
  3. Third-Party Tools:
    • There are third-party tools and services specifically designed for sending large files. Services like WeTransfer, Hightail, or SendAnywhere allow you to upload large files and share a download link via email.
    Relevant Example: WeTransfer allows up to 2 GB to be sent for free, making it a popular choice for users who need to send large files occasionally.
  4. Splitting Attachments:
    • Another option is to split the file into smaller parts and send them across multiple emails. While this method can be cumbersome, it may be necessary when working with files that cannot be easily compressed or uploaded.

Best Practices for Managing Large Files in Outlook

To ensure smooth communication and avoid hitting attachment limits, consider the following best practices:

  1. Consider the Recipient’s Capabilities:
    • Before sending large files, check whether the recipient’s email service can handle them. Some services have stricter limits than Outlook, and you might need to use alternative methods.
  2. Use File Sharing for Collaboration:
    • For ongoing projects, using a shared workspace like Microsoft Teams, Google Workspace, or a project management tool can be more effective than emailing large attachments back and forth.
    Study Reference: A study by McKinsey found that employees spend up to 28% of their workweek managing emails. By using collaborative tools instead of large attachments, teams can streamline communication and reduce time spent managing emails.
  3. Archive Old Emails:
    • Large attachments can take up significant space in your email account. Regularly archiving old emails and their attachments can help keep your mailbox organized and within storage limits.
    Expert Insight: Email management experts recommend archiving emails older than 6-12 months and storing them in a secure, searchable format to keep your inbox efficient and reduce clutter.
  4. Educate Your Team:
    • If you’re managing an organization, ensure your team is aware of attachment size limits and how to use alternative methods. Providing training on cloud storage and file-sharing tools can prevent bottlenecks and improve productivity.

Conclusion: Navigating Outlook’s Attachment Size Limit

Understanding and managing Outlook’s attachment size limit is essential for efficient communication, especially in a business context. By utilizing file compression, cloud storage, and third-party tools, you can easily navigate these limitations. Additionally, adopting best practices for managing large files can streamline your email communication and prevent potential issues related to attachment sizes.

Whether you’re sending important documents, collaborating on projects, or sharing multimedia files, being aware of Outlook’s limitations and available workarounds will help ensure your emails are delivered successfully and without delay.