how to send large powerpoint presentation via email

How to Send a PowerPoint Through Email When It’s Too Big

Sending a PowerPoint presentation through email can be a headache when the file is too big. But fear not, there’s a simple workaround to sharing that hefty file without clogging up someone’s inbox. All you need to do is compress the file, use a cloud storage service, or send it as a link. After reading this paragraph, you should have a basic understanding of how to accomplish the task specified by the prompt.

Step by Step Tutorial on Sending a Large PowerPoint Through Email

Getting that oversized PowerPoint file to its destination doesn’t have to be a battle with your email’s file size limit. The following steps will guide you through the process smoothly.

Step 1: Compress the PowerPoint file

Right-click on the file, select ‘Send to’, and then choose ‘Compressed (zipped) folder’.

Compressing the PowerPoint file can significantly reduce its size, making it easier to send through email. This method works well for files that are just slightly over the limit, as compression can only reduce the size so much without affecting the quality of the content within the presentation.

Step 2: Upload the file to a cloud storage service

Services such as Google Drive, Dropbox, or OneDrive allow you to upload and share large files.

Cloud storage services are incredibly useful when dealing with large files. Once uploaded, you can share a link to the file or even set permissions for who can view or edit the document.

Step 3: Send the link through email

Instead of attaching the file, paste the link to the file in your email.

Sending a link is a quick and efficient way to share a large PowerPoint file. The recipient can simply click on the link to view or download the presentation, without it taking up space in their email.

After completing these steps, your recipient should receive an email with either a compressed file or a link to the PowerPoint presentation. They’ll then be able to download or view the file without any issues related to file size.

Tips for Sending a Large PowerPoint Through Email

• Always check the file size limit of your recipient’s email provider.
• Compress images and videos within the PowerPoint before trying to send it.
• Remove any unnecessary slides or content to reduce the file size.
• Consider breaking the presentation into smaller parts if it’s still too large.
• Always inform the recipient to expect a large file or link, so they know to look for it.

Frequently Asked Questions

What is the maximum file size that i can send through email.

Most email providers have a limit of 20-25MB for attachments.

Can I compress a PowerPoint with embedded videos?

Yes, but the video quality may be reduced, and it may not compress enough to meet email size limits.

How do I compress images in PowerPoint?

You can use the ‘Compress Pictures’ feature under the Picture Format tab to reduce the file size.

Is it safe to use cloud storage services to share presentations?

Yes, reputable services like Google Drive and Dropbox have security measures to protect your files.

What do I do if my PowerPoint is still too large after compression?

Consider using a cloud service or breaking the presentation into smaller parts.

• Compress the PowerPoint file.
• Upload the file to a cloud storage service.
• Send the link through email.

Sending a large PowerPoint through email doesn’t have to be a daunting task. With a few simple steps, you can ensure your comprehensive, visually stunning presentations reach their intended recipients hassle-free. Whether you choose to compress the file or opt for the convenience of cloud storage services, the key is to find the method that works best for you and your recipient. Always remember to double-check file sizes, compress content where possible, and communicate with your recipient about the impending large file. By following the steps outlined in this article, you’ll become a pro at circumventing those pesky file size limits and ensure your presentations are delivered effectively and efficiently every time.

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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PowerPoint Top Contributors: John Korchok  -  Steve Rindsberg  ✅

December 13, 2024

PowerPoint Top Contributors:

John Korchok  -  Steve Rindsberg  ✅

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how do I send a large powerpoint by email to someone's email address so they can download and use

How can I send a large powerpoint by email from a Mac with utube embedded in a slide to an email address so that they can download?

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I'm guessing that you've already tried this and found that the file was too large to email. If so, you can upload the file to OneDrive (or other cloud storage platforms), opt to share the file, then copy/paste the link into an email to the recipient. It's best to copy/paste/email the link rather than using OneDrive's own email option. It doesn't always work for many users.

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How to Email a PowerPoint Presentation That Is Too Big to Send?

Trish Dixon

Have you ever tried to email a PowerPoint presentation only to get an error message saying the file is too large to send ? Many email providers have file size limits , often around 20-25 MB, which can be too small for PowerPoint files containing a lot of slides, images, videos, or other media. Fortunately, there are several ways you can work around this issue and successfully send large PowerPoint presentations via email .

Why Your PowerPoint File Might Be Too Big to Email

PowerPoint presentations can easily become too big to email due to:

• High-resolution images
• Embedded video or audio files
• Detailed charts and graphs
• Large numbers of slides
• Inefficient compression of media within the file

All of these elements take up file space and can quickly push your presentation over the typical 20-25 MB email attachment size limit. But don’t worry – there are solutions!

How to Reduce the File Size of Your PowerPoint Presentation

Here are some ways to make your PowerPoint file smaller so it can be emailed:

1. Compress Images

One of the most effective ways to reduce your PowerPoint file size is to compress the images within it. High-resolution images can take up a lot of space. To compress them:

• Select an image in your presentation
• Go to the “Picture Format” tab
• Click “Compress Pictures”
• Choose your desired resolution and compression options
• Click “OK”

Repeat this for each image in the presentation. But be careful not to over-compress images to the point that they look bad – aim for a balance between file size and visual quality.

2. Link to Videos Instead of Embedding Them

Video files can dramatically increase the size of your PowerPoint presentation, especially longer, high-resolution videos. Instead of embedding videos into your presentation, upload the video to a streaming platform like YouTube or Vimeo and then link to it within the presentation.

To do this:

• Upload your video to YouTube, Vimeo, or your preferred video hosting platform
• Copy the URL of the uploaded video
• In your PowerPoint presentation, go to the slide where you want to link the video
• Go to the “Insert” tab and click “Video”
• Choose “Online Video”
• Paste in the URL of your uploaded video
• Click “Insert”

Now your presentation will display the linked video without significantly increasing the file size.

3. Save as a PowerPoint Show (.ppsx) File

PowerPoint offers a file format called PowerPoint Show (.ppsx) which is optimized for presentations. PPSX files tend to be more compressed than regular PowerPoint (.pptx) files.

To save as a .ppsx file:

• Click “File” then “Save As”
• Next to “File name” click the dropdown arrow
• Select “PowerPoint Show (*.ppsx)”
• Click “Save”

Your presentation will now be saved in the more compressed .ppsx format. Note that this format opens directly into presentation mode.

4. Delete Unused Slides, Images, and Assets

Go through your presentation and delete any slides, images, videos, audio clips, or other assets that aren’t absolutely necessary. Be judicious – you probably don’t need that third photo on the “About Us” slide. Paring down your content can significantly reduce file size.

How to Send a PowerPoint Presentation When It’s Still Too Big

If you’ve compressed images, linked videos, saved as a .ppsx, and deleted unnecessary assets but your PowerPoint file is still too large for email , you have a few more options:

1. Use a Cloud Storage Service

Cloud storage services like Google Drive, Microsoft OneDrive, and Dropbox allow you to upload large files and then share access with others via a web link.

Here’s how you can use Google Drive to send a large PowerPoint file:

• Go to drive.google.com and sign in
• Click “New” and then “File upload”
• Select your PowerPoint presentation and click “Open”
• Once uploaded, right-click the file and select “Share”
• Enter the email addresses of the people you want to share with
• Choose their access permissions (view, edit, etc.)
• Click “Send”

Recipients will get an email with a link to view the PowerPoint in their web browser or download it.

2. Use a File Compression Tool

File compression tools like WinZip, WinRAR, and 7-Zip can further compress your PowerPoint file so it’s within the email size limit. These tools work by efficiently encoding the data in your file to take up less space.

To use WinZIP to compress a PowerPoint file:

• Right-click your PowerPoint file
• Hover over “WinZip”
• Select “Add to Zip file…” (Name the zip file)
• Click “Add”

A new zip file will be created containing your compressed PowerPoint presentation, which you can then attach to an email.

3. Split the Presentation into Multiple Files

As a last resort, you can split your PowerPoint into multiple smaller files , each containing a portion of the presentation. This works well when different parts of the presentation will be presented by different speakers.

• Open your presentation in PowerPoint
• Select the slide where you want the first section to end
• Go to “File” then “Export”
• Choose “Create Handouts” then “Create Handouts in Microsoft Word”
• In the “Send to Microsoft Word” dialog box, select “Paste” then click “OK”
• In Word, delete slides until you’re left with the first section
• Save the Word document
• Open the original PowerPoint file and delete the slides you just put in the Word doc
• Save this as a new PowerPoint file

Repeat this process for each section. You’ll end up with multiple PowerPoint files small enough to attach to an email.

While PowerPoint files can often be too large for email due to high-resolution images, embedded media, and large numbers of slides , there are many solutions:

• Compress images to reduce resolution while maintaining quality
• Link to videos instead of embedding them
• Save as a .ppsx file for better compression
• Delete unnecessary content to slim down your presentation
• Use cloud storage services like Google Drive to upload and share large files
• Compress the PowerPoint file using tools like WinZIP
• Split the presentation into multiple smaller files as a last resort

With these techniques, you can make sure your well-crafted PowerPoint presentations always reach their intended audience, no matter how large the files become. Don’t let email size limits be a barrier to sharing your great work!

What makes a PowerPoint file too big to email?

How can i reduce the size of my powerpoint presentation, what is the best way to send a large powerpoint presentation, can i use file compression tools to make my powerpoint smaller, what if i can’t get my powerpoint small enough to email, what is the typical email attachment size limit.

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How to Email a PowerPoint Presentation: 5 Proven Ways

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Helen Colman See full bio →

After you’ve finished creating a PowerPoint presentation – assembling the content, perfecting the design, and adding animations and other special effects – you may want to email it to your students, employees, or clients. There are several ways to email PowerPoint slides, and the one you choose may depend on a few things: the file’s size, security concerns, and whether you want users to be able to edit the presentation. Let’s look at each of the 5 methods in detail. 

1. Send as an Email Attachment

Sending a file as an email attachment is perhaps the first thing that comes to mind when there’s a need to email a PowerPoint presentation.

To do this:

• Save your completed PowerPoint presentation on your hard drive.
• Open your email program.
• Add recipients’ email addresses.
• Click on the attach button (usually represented by a paperclip icon), and navigate to the file on your hard drive.
• Once you’ve found the file on your computer, double-click on the file name or icon and it will upload to your email server.
• All that’s left to do is write the subject and body of your email and click Send .

This method is quick and easy, but:

• It would make the sender vulnerable to plagiarism, as the receiver could copy the content at will.
• Most popular email services cannot attach files greater than 25MB.
• PowerPoint files won’t open on Macs without an additional tool.
• Files created using newer versions of PowerPoint won’t open in older versions of the software.

2. Convert and Share Files in PowerPoint 

PowerPoint comes with a host of built-in features to help facilitate the sharing of presentation files. You can send your presentation as an attachment, a link, a PDF file, an XPS file, or as an Internet Fax. To access these features, click File > Share > Email .

Under Email , select between the following options:

• Send as Attachment , to attach your slides to your email.
• Send a Link , to create an email with a link to your slideshow. But to use this option, you need to have access to a shared location, such as a SharePoint or OneDrive, and save your presentation there. (We’ll address this method in greater detail later in the article.)
• Send as PDF , to save your slides as a .pdf file, and then attach it to an email.
• Send as XPS (Microsoft’s alternative to PDF), to save your presentation as an .xps file and then attach it to an email message.
• Send as Internet Fax , to send your presentation as an Internet fax. For this option, you first need to sign up with a fax service provider.

3. Make It an HTML5 File

You can also convert a presentation that you want to share into an HTML5 file. In this way, your users will be able to open the slides in a browser and view them online. There are numerous advantages to this method:

• In presentations converted into the HTML5 format, all images and videos look the same as they do in the original and all PPT effects and transitions are preserved. 
• HTML5 presentations work flawlessly in all operating systems and on all devices, and don’t require any software to open them. Users can view HTML5 slides right in their browsers.
• HTML5 slides are easy to upload to websites or Learning Management Systems .
• Your slides will be safe behind a wall of protections – watermarks, passwords, and time and domain restrictions. Users will only see your presentation when you allow them to.
• Presentations cannot be corrected by outside sources after conversion, meaning that copyrights will be protected.

You can turn your presentations into HTML5 format by using iSpring Converter Pro , which is shipped as a PowerPoint add-in. After installation, the iSpring tab will appear on your PowerPoint ribbon, so you can perform a conversion in a few clicks. Here’s how to do this:

• Download and install iSpring Converter Pro. 
• Open a PowerPoint presentation. 

• Click on Publish . 

Start your free iSpring Converter Pro trial now →

4. Make It Into a Video

Another way to share your email presentation easily is to convert it into an MP4 file. This is an especially useful method if you want to share your ideas via video by uploading it to a platform like YouTube. 

And this is where iSpring Converter Pro will fit nicely again. As with the HTML5 file, after conversion, a video will preserve all animations, effects, formatting, and audio embedded in the source files. iSpring lets you manage presentation specifics like video quality and size, as well as publication to YouTube from within the software itself. 

To turn presentation into a video , perform the same steps we covered above but, when publishing, choose Video instead of HTML5. 

Then you can click the Email button to send the output via email. 

If you want to upload your video presentation to YouTube, go to the YouTube tab in the iSpring publishing window. 

Log in to your YouTube account by clicking Sign In in the Account field, enter information about the video – title, description, and category in the relevant fields – and configure the settings if needed. Then, click the Publish button. After that, you can watch the published video in your YouTube account. The only thing you need to do now is email the link to the video to your users. 

See a comprehensive guide on how to publish a PPT to YouTube →

5. Share via a Link

If converting a PPT file to another format is not what you want, but the presentation is too big to email as an attachment, you can always compress it into a .zip file before sending it. Or, instead of emailing the file directly, you can upload it to a file hosting service, like Google Drive or Dropbox, and share it by sending the link to recipients.

To compress large presentations into zip files:

• Right-click on the file in your computer.
• Choose Send to .
• Select the compressed (zipped) folder.
• Log in to your file hosting service and follow the steps required to upload a file and share it via a link. When recipients receive your email, they can click on your link and view the file online or download it to their computers and watch it using the PowerPoint slide show viewer.

Choose the handiest method from among these five for your line of work and presentation needs. Plus, consider the security of the method you use and decide how much control you would like to maintain over the intellectual property in the presentation.

Do you have any other ideas for sharing PowerPoint presentations? Tell us in the comments below!

Useful Resources on PowerPoint

Are you a PowerPoint lover? If so, here are some other helpful articles for you:

• How to Share a PowerPoint Presentation Online
• How to Protect PowerPoint Presentations
• How to Add Narration to a PowerPoint Presentation
• How to Add Youtube Video Into PowerPoint Presentation
• How to Structure a PowerPoint Presentation
• How to Convert PowerPoint Presentation to an eLearning Module
• How to Remove the Background From a Picture in PowerPoint

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How to Email a PowerPoint Slideshow: A Step-by-Step Guide

Emailing a PowerPoint slideshow is as simple as attaching a file to an email. But to do it correctly, you need to save your presentation in the right format, choose the right file size, and ensure that your recipient can view it. After completing these steps, your PowerPoint slideshow will be successfully sent and accessible to your intended audience.

After you complete the action, your recipient should receive an email with your PowerPoint slideshow attached. They will be able to download and view the presentation on their own device, provided they have the necessary software or app to open PowerPoint files.

Introduction

In our digital age, sharing information has never been easier. Whether you’re a student presenting a project, a professional sharing a business proposal, or someone just looking to spread ideas, PowerPoint slideshows are a go-to method. But what good is a stunning presentation if you can’t get it in front of your audience? Emailing your PowerPoint slideshow is a quick and efficient way to do just that. This simple action is relevant to almost everyone in the digital workspace. It saves time, resources, and allows for instant sharing of information.

Emailing a PowerPoint slideshow seems straightforward, right? Well, it is, but there are a few tips and tricks that can ensure your presentation arrives just as impressively as it leaves your outbox. It’s crucial to know the ropes to avoid any hiccups, such as large file sizes causing your email to bounce back, or the recipient not being able to open the file. Let’s dive into the know-how of emailing a PowerPoint slideshow, ensuring your hard work gets seen and appreciated.

Step by Step Tutorial: Emailing a PowerPoint Slideshow

Before jumping into the steps, understand that following them will help you send a PowerPoint slideshow via email. This process is handy for sharing presentations with colleagues, friends, or anyone who needs to view your slides.

Step 1: Save Your PowerPoint Slideshow

Save your PowerPoint presentation in a format that’s suitable for email.

When saving your PowerPoint presentation, choose a format that maintains the quality of your slides while keeping the file size manageable. The standard .ppt or .pptx formats work well, but if you’re concerned about compatibility, a PDF format is a universal option.

Step 2: Compress Your Presentation

Compress your PowerPoint file if it’s too large to email.

Large files can be troublesome to send via email. If your presentation is too large, consider compressing it to reduce the size. PowerPoint has built-in tools that can help you compress images and media within your slides to make the file smaller.

Step 3: Open Your Email Client

Open your preferred email client to compose a new message.

Whether you use Gmail, Outlook, or any other email service, start by opening your email client and clicking the option to compose a new email. This will be the vehicle to deliver your PowerPoint slideshow to your recipient.

Step 4: Attach Your PowerPoint Slideshow

Attach your saved PowerPoint presentation to your email.

Look for the ‘attach file’ icon (usually represented by a paperclip) in your email client. Click on it and navigate to the location where your PowerPoint presentation is saved. Select the file and attach it to your email.

Step 5: Compose Your Email

Write a brief message to accompany your PowerPoint slideshow.

Don’t just send an email with an attachment and no context. Write a short message explaining what the presentation is and why you’re sending it. This will provide your recipient with the necessary information and entice them to open your slideshow.

Additional Information

When it’s time to share your PowerPoint slideshow, there are a few additional things to consider. First, think about the accessibility of your presentation. Will your recipient need any special software to view it? It’s always a good idea to ask ahead of time or provide options, such as saving your slideshow as a PDF, which can be opened on almost any device.

Another tip is to use file-sharing services for particularly large presentations. Platforms like Google Drive, Dropbox, or WeTransfer allow you to upload your PowerPoint slideshow to the cloud, and then send a link via email. This way, you avoid the file size limits of email services and ensure your recipient can download the presentation at their leisure.

Also, be mindful of the security of your content. If your PowerPoint slideshow contains sensitive information, consider password-protecting it before sending. You can also use encrypted email services for added security.

Remember, the goal is to make sure your PowerPoint slideshow is received and can be viewed with ease. The last thing you want is for your hard work to go unseen due to a technical hiccup.

• Save your presentation in a suitable format.
• Compress your presentation if it’s too large.
• Open your email client and compose a new message.
• Attach your PowerPoint slideshow to the email.
• Write a message to accompany your presentation and hit send.

Frequently Asked Questions

Can i email a powerpoint slideshow from my phone.

Yes, you can email a PowerPoint slideshow from your phone using your mobile email client. Just ensure that your presentation is saved on your phone or accessible through a cloud service.

How can I make my PowerPoint file smaller to email?

You can compress images within PowerPoint or use a file compression tool. Also, saving your presentation in PDF format can sometimes reduce the file size.

What’s the maximum file size I can email?

This depends on your email provider. For example, Gmail has a limit of 25MB for attachments. If your presentation is larger, you’ll need to use a file-sharing service.

Can I password-protect my PowerPoint slideshow before emailing it?

Yes, PowerPoint allows you to add a password to your presentation. This can be done in the ‘File’ menu under ‘Info’ and then ‘Protect Presentation.’

What if my recipient doesn’t have PowerPoint?

If your recipient doesn’t have PowerPoint, consider saving your presentation as a PDF. Alternatively, they can view it using free software like PowerPoint Viewer or Google Slides.

Emailing a PowerPoint slideshow is a crucial skill in the modern world of digital communication. It’s a simple yet effective way to share your ideas, projects, or proposals with anyone, anywhere. While there are some hurdles like file size limits and software compatibility, a little preparation and foresight can overcome these challenges.

Remember to save your presentation in an accessible format, keep the file size manageable, and always double-check with your recipient for any specific requirements they might have. With these tips and tricks up your sleeve, you’re ready to share your PowerPoint masterpiece with confidence and ease. So go ahead, hit that send button, and let your slideshow make the impact it deserves!

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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How can I send a PowerPoint presentation via email without losing formatting?

To send a PowerPoint presentation via email without losing formatting, follow these steps to ensure your slides appear exactly as intended:

• Save as PDF : Convert your PowerPoint presentation to a PDF file. This preserves the layout, fonts, and images, ensuring that the recipient sees the presentation exactly as you designed it. To do this, go to File > Save As, and choose PDF from the file format options.
• Embed Fonts : If you prefer to send the PowerPoint file itself, embed the fonts used in your presentation. This prevents font substitution issues on the recipient’s device. To embed fonts, go to File > Options > Save, and check the box for “Embed fonts in the file.”
• Compress Media Files : Large media files can sometimes cause issues during email transmission. Compress these files within PowerPoint by going to File > Info > Compress Media. This reduces the file size without significantly affecting quality.
• Use a File Sharing Service : For very large presentations, consider using a file-sharing service like Google Drive, Dropbox, or OneDrive. Upload your presentation to the service and share the link via email. This method avoids email size limitations and ensures the recipient can download the file in its original format.
• Check Compatibility : Ensure that the recipient has a compatible version of PowerPoint. If they are using an older version, save your presentation in a compatible format by going to File > Save As, and selecting the appropriate version from the file format options.

By following these steps, you can confidently send your PowerPoint presentation via email, knowing that it will retain its formatting and visual integrity.

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How to send a large powerpoint through email?

Your ppt is too large to be sent by mail? In a few seconds, upload it with Smash and send a download link to your recipient, for free.

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IN THIS GUIDE, YOU’RE GOING TO READ THE 4 OPTIONS TO SEND A LARGE POWERPOINT BY EMAIL:

2. Send as PDF

3. Compress or ZIP the File

4. Send a Link to the File in the Cloud

PowerPoint files often start out simple: a little text, a couple of images, and a little animation.

But they get out of control just as often. You opt for high quality images and only crop them within the deck, you add some video, you add a little audio and suddenly your simple PowerPoint presentation is a monster. Sure, it looks amazing, but how can you share a large file like that with your team? Most email services won’t let you send a large file through email , so how do you get it where it needs to be?

Here are the four best ways to email a large PowerPoint file.

1. Send your big powerpoint with an online file transfer service like Smash

If you are looking for a way to email a large PPT file that is free, easy, fast, secure, and reliable, then Smash is your best bet (and clearly the best alternative to WeTransfer , too!).

The Smash file transfer service lets you upload your PowerPoint deck rapidly – here’s how:

Go to the Smash website

Click on the icon in the center of the page and select your file from the desktop

Enter your email address and click Get a Link

o   You can also customize the link, password protect the file, and give it a title, too, if you like

  Copy the link and send it on to your recipient

When the link arrives, they will only have to click on the link and download the files through the transfer link. File storage costs are saved for both sender and recipient, as neither will store the files on their email server.

There are no limits on the size of the file you are sending, and it is uploaded to a geographically close server so uploads and downloads are optimized. Finally, because you are sending the actual PPT file, you are going to be able to maintain all those transitions and animations you probably spent too long adding to the presentation late last night.

Smash is available on any browser, via dedicated iOS and Android apps for sharing a link to a deck on the go, and via an application for MacOS, too.

Since recently, Smash lets you send files of any size by email, without leaving Outlook, thanks to their Smash add-in for Outlook . No more attachments sizes restrictions!

There’s even an API for developers charged with making sure teams can share their PPT presentations easily via integrated workflows.

2. Convert your heavy PPT and send it as PDF

Microsoft makes it easy to export your PowerPoint presentation to different formats. Some of those, such as video formats, won’t necessarily help you get that file size down to something that an email service is going to be happy to attach for you. But exporting your presentation to a PDF? That can work.

To export as a PDF simply:

Click the File menu

Select Export As or Save As

Choose the PDF export option , a name for your file , and click export/save

There are a couple of downsides, though. For one, exporting to a PDF means losing all the action elements on your slides. Transitions, animations, and audio or video elements are all going to go missing once you export to a static file format like PDF. For another, if you export only the slides then you are going to miss out on the notes you’ve made to help to present the deck – and while you can export to PDF with notes, too, this can look far from enticing.

Maybe worst of all, though, all those high-quality images don’t necessarily make for small PDF exports, and you may have to run a filter on your export to get it down to something you can email with ease. When you reduce the quality of a file, then reduce that quality again , this can lead to low quality outcomes for your files – hardly the best look when you are trying to impress.

3. Compress your Powerpoint file

When a file is too big to email a lot of people will tell you to “zip it”. No, they aren’t being rude or telling you to shut up; instead, they are encouraging you to compress your file with the goal of getting it to be small enough to attach to an email. To get it done, follow these steps:

Select the file or files that you want to compress on your desktop

a.  right click and select compress

b.  drag and drop the selected files into your compression app, then hit compress/zip 

3. Attach the compressed archive to your email or drop it into your instant message

Compressing a file can get you a smaller archive to attach to an email and send the way of your recipient. It’s fast, easy, and built in on operating systems like MacOS. But it is also a gamble: compressing a file, emailing it, and then unzipping it on another computer can impact the file, and it might even be unusable at the other end. When you’ve invested time, effort, and money in your presentations, do you really want to send a compressed version to someone and just hope it doesn’t end up corrupted? Probably not.

4. Send a Link to your large ppt with One Drive or others Cloud Storages

If you ask Microsoft, the people behind PowerPoint, this is the preferred means to share a PPT file when it is too large to attach to an email. Microsoft Office 365 users have access to One Drive where it is simple to store files whether they are created in the browser or on a desktop. Simply:

Open your One Drive or Sharepoint cloud storage folder in a browser window

Select the file and click Share

Copy the link and send to your recipient

Easy, right? Almost.

There are a couple of catches with all these cloud services, including One Drive: space and access.

If you are a heavy user of PPT and other products in the Office suite, then you are going to run into cloud storage space issues eventually. If you are creating big PPT files regularly, then ‘eventually’ is going to arrive sooner than you’d like. If you run out of space because your PPT files are too big, you’ll end up paying for more space or not being able to share at all.

And then there’s access. Microsoft warns that sending a link to a cloud-hosted file requires your recipient to have access to the file on that cloud server. You’ll have to adjust permissions and hope that you’ve ticked the right box – should your recipient be able to view, suggest, edit, or download the file?

In short, sending that cloud link can be easy, but it can also generate some headaches all its own.

How to email large Powerpoints : Conclusion

The easiest and fastest way to send a large PowerPoint file by email is  Smash , hands down.

Smash doesn’t compress your file, rip away audio and video elements, remove animations and transitions, or present your notes as ugly byproducts of your deck. Smash gets your file to your recipient exactly as you built it, and it does it fast, securely, reliably, and without any fuss about a file being too big. If you can upload it, Smash will get it where it needs to go.

You can get started with Smash today for free – there are no file size limits and its available from any device. And if transferring or uploading large PowerPoint presentations is part of the regular workflow you are responsible, check out the Smash API : five lines of code, a few minutes of integration, and you’re set. Try it for 14 days free, we don’t even need a credit card to get started.

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How To Send Large PowerPoint Presentation Files

Last updated on March 5th, 2024

Sharing a large PowerPoint presentation can often feel like trying to thread a needle with a rope. Whether it’s for a business presentation, an academic lecture, or a personal project, the need to share detailed and visually engaging PowerPoint presentation is more common than ever. However, the larger the file, the more challenging it becomes to share it efficiently without losing quality.

So, how to send a large PowerPoint files? This article explores practical solutions to this problem, offering a range of methods to send large PowerPoint files effectively.

What is causing presentation files to have a big size?

Let’s first understand what contributes to the size of a PowerPoint presentation. Here are possible causes:

• High-resolution images
• Embedded videos
• Complex SVG graphics

Knowing this, there are preemptive steps you can take during the creation phase to manage file size without compromising the quality of your presentation. There are some actions that you can take to reduce presentation file size, like compressing images and media, removing complex objects from the slides, save into a different format, changing the resolution of images, etc. But if you already tried all these things, and it is time to send a large PowerPoint through email, then one of the following methods may work:

Method 1: Send Large Files via Email as Links

Some email providers will block large files (bigger than 10Mb for example). You can still send PowerPoint files via email.

How to send a large PowerPoint through email? Create a sharable link and insert the link into the body of the email, instead of using the attachment. Hence, an option to send a large PowerPoint file is by sharing PowerPoint via Dropbox and create a link that can be shared online and copied in an email. This technique also works for other cloud platforms, like Google Drive, OneDrive or even Box.

Method 2: Use A File Sharing Service

The second solution is also very simple. All you have to do while sending large files is that you can now make use of various “free file drop websites” such as DropSend , Send Anywhere , TransferBigFiles , YouSendIt, WeTransfer, FileSavr, MediaFire, RapidShare, FileFactory and more. As these sites let you upload any file with the use your own browser then with the help of that you can send the link or else they can also provide the link which you can copy and paste into the help forum message.

Remember to delete any crucial data or information that you do not want to share with the other person. Make a double click to check any entrenched spreadsheet, chart or other document for hidden details, and if you find any, “Delete” that. You can also zip all files, as every file will be in the same folder.

Method 3: Upload Files To A Website Or Presentation Sharing Service

The very first solution is quite easy. If you’ve got your own website then there you can easily upload the selected PowerPoint file and after that you can copy the URL and send it to the person who needs it. Of course, you can also upload your PowerPoint presentations to a service like SlideOnline to convert it into a shareable online presentation .

Method 4: Compress Pictures Before Sending PowerPoint Files

One of the reason why we come up with some very large PowerPoint presentations is because often presenters put several big images inside the PowerPoint slides.

PowerPoint offers an easy way to optimize the presentation images and this will automatically reduce the file size.

To compress the pictures and reduce the overall .PPT file size, select the image and then click Picture Format and then click Compress Pictures. This action will let you compress all the images in the presentation slides.

Now, if there is any waste or unnecessary space consumed in the file that you will send, you can delete it and also delete it from “Delete Cropped Areas.” This solution will help you reduce the file size by approximately 50%.

Final Words

The digital age demands flexibility in how we share and present information. By employing the strategies outlined above, from reducing file size to leveraging modern sharing platforms, you can ensure that your large PowerPoint presentations reach their intended audience effectively and efficiently. Remember, the best method depends on your specific needs and the context in which you’re sharing your presentation. Choose wisely, and your message will be delivered clearly and impactfully.

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