Email attachment limits are a real problem. Gmail caps attachments at 25 MB. Outlook at 20 MB. Many corporate mail servers at 10 MB. Here's how to get under the limit.
1. Use a PDF compressor first
The easiest option. Upload your PDF to PDFCraft's Compress PDF tool and choose the eBook or Screen preset. A 30 MB scanned document often comes out under 5 MB.
2. Reduce image resolution before creating the PDF
If you're generating the PDF from a Word or PowerPoint file, reduce image resolution before converting. In Word: File → Compress Pictures → Email (96 DPI).
3. Split the PDF and send in parts
If the compressed file is still too large, use Split PDF to divide it into sections and send separate emails. Mention in the email that more parts follow.
4. Remove unused pages
Use Extract Pages to keep only the pages the recipient actually needs. A 50-page report where only pages 3–7 matter? Send just those.
5. Use a file sharing link instead
If nothing works, upload the PDF to Google Drive, Dropbox, or OneDrive and share the link in your email. Free accounts give 15 GB (Google) or 2 GB (Dropbox) of storage.
Quick size reference
| File type | Typical size | After compression |
|---|---|---|
| Scanned document (10 pages) | 15–30 MB | 1–4 MB |
| Presentation with photos | 20–50 MB | 5–12 MB |
| Text-only document | 0.5–2 MB | 0.4–1.5 MB |