How to reduce file size for email and forms

Email services and online forms often reject files that are too large. The fastest fix is to compress the file, but the best method depends on the file type.

Start with the biggest files

Photos, scanned PDFs, exported reports, and zipped folders are common causes of large uploads. Compressing the largest item first usually saves more time than trying to shave a few kilobytes from small files.

Match the method to the file

• Use image compression for JPG, PNG, and WebP files.
• Use PDF optimization for PDF documents.
• Use gzip for text-like files such as CSV, JSON, SVG, and logs.

Do not over-compress important documents

If a document includes identification, receipts, or small text, check readability after compression. Lower file size is helpful only when the recipient can still read the important details.

Keep a backup copy

Before submitting a file to a form, keep the original somewhere safe. If the upload portal rejects the compressed copy or the recipient asks for a clearer version, you can quickly try a different setting.

Need a smaller attachment? Open the file compressor.