Optimise your Attachments before Emailing

Why should we optimise the size of email attachments?

Large attachments consume unnecessary storage, use more electricity to send and store, and can cost families money if they’re on limited mobile data plans. A single 9MB newsletter sent to hundreds of parents multiplies that impact. Smaller files are faster to download and easier to store.

What makes our newsletters and documents so large?

Common causes include:

• High‑resolution photos inserted directly from phones or cameras
• Images that are resized visually but still contain full‑size data
• Cropped images that retain hidden cropped areas
• Complex layouts with backgrounds, shapes, and multiple fonts
• PDFs exported using high‑quality print settings instead of online‑friendly ones

How can I reduce the size of images in Microsoft Word?

Use Word’s built‑in image compression:

• Select any image
• Open Picture Format
• Choose Compress Pictures
• Select Email (96 ppi) or Web (150 ppi)
• Tick Delete cropped areas of pictures
• Apply to All pictures in document

This step alone can dramatically reduce file size.

Should I resize images before inserting them?

Word keeps the original resolution even if you shrink the image on the page.  Before inserting, resize images to around 1200px wide using tools like Photos (Windows) or Preview (macOS). This prevents oversized data from being embedded.

What’s the best way to save a Word document as a small PDF?

When exporting to PDF:

• Go to File > Save As
• Choose PDF
• Select Minimum size (publishing online)

This reduces image resolution and removes unnecessary data.  You can also use the “Print to PDF” option if your software does not support native saving to PDF, this may result in slightly larger file sizes.

Are there design choices that help keep file sizes small?

Consider:

• Avoiding full‑page background images
• Using fewer decorative elements
• Keeping fonts simple and consistent
• Reducing the number of photos used

Cleaner layouts are not only lighter — they’re more accessible and easier to read.

Do we need to send PDFs or attachments at all?

Not always. Alternatives include:

• Posting the content on a webpage or school blog
• Sharing a link to a OneDrive or SharePoint document
• Using a parent portal
• Sending a lightweight email with inline images

These options reduce storage needs and improve accessibility on mobile devices.