How to send large PPT files without frustration
It’s not you. Your email platform of choice doesn’t hate you. It’s the size of your PowerPoint presentation.
If you have ever tried to send a PowerPoint presentation by email, you’ve likely encountered that pesky “file too large” error message.
This is Sending PowerPoint via Email 101
Strap in. We’re talking about:
- Why PowerPoint files are so large
- How to avoid the issue entirely
- How to send large PowerPoint files
Why PowerPoint Files are so Large
Why are PowerPoint presentations so difficult to share? They’re BIG, and in a digital world, that matters.
Many elements that contribute to large PowerPoint files:
- Number of slides
- Transitions
- Images
- Videos
- Animations
- Graphics
- Font styling
- High-Definition coding
The problem? The details that make a presentation engaging also make the file difficult to share. Instead of stifling your creativity, we suggest reading below for a few ideas on how to send large PowerPoint files.
How to Compress PowerPoint Files
While you can compress each image included in your slide deck and link to videos instead of embedding them into your presentation, PowerPoint files can quickly become too large.
Compressing is key to figuring out how to send large PowerPoint files. When you need to compress the entire presentation to make it easier to share and store, here’s what you’ll need to do:
- Duplicate the original HD file.
- Open the copy and click “save as” under the file tab.
- Click “More Options…” under the file type.
- Click the “Tools” down arrow beside the save and cancel buttons located at the bottom right of the window.
- In the PowerPoint Options window, choose the “Advanced” button in the left column.
- Here you’ll find many options that impact file size. Choose to discard editing data, compress images in the file, and 96ppi for the smallest resolution size.
- Click “Okay” and “Save” to a location of your choice.
Google Drive
If you’re using Gmail to share your file(s), then you’ll get a pop-up notification saying, “Large files must be shared with Google Drive.”
Instead of telling you what you can’t do, Google gives you the option to upload your attachment (up to 25MB) to Google Drive.
If you accept this option, your files will be automatically uploaded, and a download link will be inserted into your email in one, automatic step!
OneDrive
What’s the alternative to sharing large PowerPoint files? PowerPoint Online and OneDrive.
Yes, Microsoft sees the problem and came up with a simple solution to help you avoid the problem entirely.
Of course, there are some limitations to the online version of the PowerPoint application. For example, there are fewer transition options and printing slides from PowerPoint online doesn’t allow you to print your notes alongside each slide.
If you haven’t started designing your slides, the online version of PowerPoint might be the best option for you. And, if you have already completed the deck, you can always share it using OneDrive.
WeTransfer
Of course, if you’ve already created the presentation and aren’t using a Gmail account, then WeTransfer may be the best solution for you. (Outlook email users, this is for you!)
Unlike the other cloud-based options, WeTransfer doesn’t store your files long-term. Instead, it shares a temporary download link with your recipient.
WeTransfer allows you to share files up to 2GB for free and receive receipts to let you know when your file(s) are downloaded.
Looking for More Business + Presentation Tips?
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