How to Alter Size of Documents in Outlook
In today’s digital age, managing large documents in Outlook can be a challenge, especially when dealing with email attachments or storing them in your Outlook folders. If you find that your documents are taking up too much space or affecting the performance of your Outlook, you might be wondering how to alter their size. This article will guide you through the process of reducing the size of documents in Outlook, ensuring that your email and folder organization remains efficient and streamlined.
1. Compressing Documents
One of the simplest ways to reduce the size of documents in Outlook is by compressing them. This can be done using the built-in compression tools in Windows or by using third-party software. Here’s how to compress documents using Windows:
1. Open the document you want to compress.
2. Click on “File” in the top-left corner of the window.
3. Select “Save As” and choose a location to save the compressed file.
4. In the “Save as type” dropdown menu, select “Compressed (zipped) folder.”
5. Click “Save,” and the document will be compressed to a smaller size.
2. Changing File Format
Another effective method to reduce the size of documents is by converting them to a different file format. Some file formats are more efficient in terms of storage space. For example, converting a PDF to a JPEG or PNG can significantly reduce the file size. Here’s how to do it:
1. Open the document in its original format.
2. Click on “File” and select “Save As.”
3. Choose a new file format from the “Save as type” dropdown menu (e.g., JPEG, PNG).
4. Click “Save,” and the document will be saved in the new format with a smaller size.
3. Using Outlook’s Built-in Compression
Outlook has a built-in feature that allows you to compress email attachments. This feature is particularly useful when sending large files via email. Here’s how to use Outlook’s built-in compression:
1. Open the email message where you want to attach the document.
2. Click on “Insert” and select “File.”
3. Choose the document you want to attach and click “Insert.”
4. Outlook will automatically compress the attachment if it exceeds the size limit for sending emails.
4. Deleting Unnecessary Files
Lastly, if you have multiple copies of the same document or unnecessary files in your Outlook folders, deleting them can help reduce the overall size. Here’s how to delete files in Outlook:
1. Open the folder containing the documents.
2. Select the files you want to delete.
3. Press “Delete” on your keyboard or right-click and select “Delete.”
4. Confirm the deletion when prompted.
By following these steps, you can effectively alter the size of documents in Outlook, ensuring that your email and folder organization remains efficient and your Outlook performance is not compromised.
