My presentation keeps bouncing back – but how can I send large powerpoint files via email successfully?
Don’t worry! – this is a fairly common scenario amongst even the most experienced PowerPoint users, but there are a ways to help minimise the size of your file in order to send as an attachment…
Solution 1
If you have your own website, you can upload the file to it and then send the URL to anyone who needs it so they can download the file.
Solution 2
If you don’t have your own web site, you can use any of several free “file drop” sites. Typically these allow you to upload the file using your browser, then email a link to anyone you designate, or they may provide a link that you can copy/paste into a help forum message.
Here are a few web services you can try out:
// YouSendIt
// MediaFire
// FileFactory
// FileSavr
// FileDropper
// RapidShare
// Box
// Dropbox — free, but requires signing in. Includes an add-in that can automatically
download new files to your computer.
Before sending a file this way, be sure to remove any information that you don’t want to share. Double click any embedded charts, spreadsheets or other documents and presentatons to make sure that there’s no proprietary information hidden in them, and also check the presentation’s document properties.
It is also practice to ‘zip’ up all your files to into one folder. Doing this will actually ‘pre’compress’ as much as the data as possible before sending via one of the ‘file drop’ websites.
Solution 3
One of the most common reasons for PowerPoint design presentations getting too large to email, is the amount of imagery embedded in the slides.
In PowerPoint 2010, you can optimise your images throughout the presentation by selecting an image, and from the picture tools tab / format menu – select ‘compress pictures’.
This will give you the option to compress all the imagery at once throughout all the slides, or just to that particular one selected.
By checking ‘delete cropped areas’ you will elimiate any unwanted kb/mb in the file too.
This method can potentailly reduce your file size output by up to 50%.
However, as effective as this method is it is important to remember what you intend the final presentation to be viewed upon.
The menu for ‘target output’ will appear in the same pop window and display the options for print, screen, and email based resolution settings – (we recommend either email or screen resolution).