Why is my PowerPoint file too large to email?
A text-only slide fits in an email. Add a demo video and full-slide photos, and it no longer does. A polished meeting presentation can be hundreds of MB. A launch presentation can reach several GB. Gmail does not accept attachments over 25 MB, and Outlook does not accept attachments over about 20 MB.
Compression reduces image quality when displayed full-screen. Converting to PDF removes animations, transitions, and videos. Sending the video in a separate message also leaves the meeting presentation incomplete.
The file shown on the projection screen should be the presentation you rehearsed. That means the video must be embedded or kept in the same folder.
| Method | What happens | For meeting day |
|---|---|---|
| Gmail or Outlook attachment | Attachments over 20–25 MB will not send | Not suitable |
| Compressing the video | The file gets smaller, but image quality suffers | Risky |
| PDF only | Readable, but videos and animations are not included | Separate backup |
| Online presentation tool | Requires an account; the layout may shift | For collaborative editing |
| SendGB link | No compression; no account required | Suitable for delivery |
The example above is an investor presentation: a PPTX, two source videos, a PDF backup, and speaker notes. See the guide to sending videos for more on video transfers.
Compressing a presentation vs. sending it unchanged
PowerPoint’s built-in compression tool resaves videos and photos. The file gets smaller. Pixels become visible on the projection screen. We do not do this.
A PDF is a readable copy if the presentation software will not open. It has no animations. It does not play videos. You save it yourself and include it in the same transfer. The PDF can be opened on the download page. PPTX and Keynote files cannot. See the guide to sending PDFs for details.
| Compressed presentation or PDF only | Presentation sent unchanged | |
|---|---|---|
| Purpose | Fit in an email or provide a readable copy | Present on screen or edit |
| Video | Reduced quality or missing entirely | Preserved if embedded |
| Animation | Removed in a PDF | Stays in the file |
| Fonts | Line breaks may shift | Preserved if embedded |
| What we do | We do not compress or create PDFs | We do not open the file |
Moving a presentation into an online tool may change its fonts and layout. It works for collaborative editing. For the meeting copy, provide the source file separately.
Include videos and fonts with the presentation
An embedded video is inside the presentation. No separate file is needed. A linked video is an external file that the presentation references. If the video is linked using a path relative to the folder, that path is preserved when the recipient downloads the entire transfer. If it is linked using its full file path on your computer, it cannot be found on the recipient’s computer. We do not fix that link.
| Item | Where it is stored | If missing |
|---|---|---|
| PPTX or Keynote | Main file | The presentation is not included |
| Embedded video | Inside the presentation | No separate file is needed |
| Source video | In the videos folder | If linked, the slide is left blank |
| Font | Inside the presentation, if embedded | Otherwise, line breaks may shift |
| PDF backup | A copy you save yourself | No readable file remains if the software will not open |
We do not convert Keynote files to PowerPoint. Keynote is not available on Windows. If everyone needs to be able to open the presentation, save a PPTX yourself.
Clicking one video downloads only that file. It does not give you the complete presentation. If you have many videos, the free limit is 500 files. See the guide to sending folders for details.
Add a password for a presentation that has not been announced yet. Send the password separately from the link. There is no Gmail or Outlook add-on. You paste the link yourself.
Is 5 GB enough for a presentation?
5 GB is often enough for a meeting presentation with video. It may not be enough for several long videos. The limit is based on total size and file count, not slide count. We do not guarantee how many slides will fit.
| What you are sending | Typical size | Which option is enough |
|---|---|---|
| Short text-only presentation | Often a few MB | Free, no signup, up to 90 days |
| Presentation with photos | Tens or hundreds of MB | Free |
| Launch presentation with embedded video | May be 1–3 GB | Free if it fits |
| Long videos and backups | May exceed 5 GB | SendGB Extra, 500 GB per transfer |
| Package over 500 GB | One-time transfer | SendGB Exceed, up to 1 TB |
SendGB Extra starts at €29.90 per year. It includes 2,500 files and 1 TB of storage. SendGB Extra keeps files for up to 1 year. It suits teams that frequently send large presentations.
SendGB Exceed requires no membership. A 1 TB transfer costs €9.99. You can send 2,500 files. The code can be used once and is valid for 1 year. The link stays available for 7 days. It is enough for an occasional very large package.
If you entered your email address, you receive one notification when downloading starts. With email delivery, you are notified once per recipient. With link delivery, you are notified once per transfer. If the same person downloads again, you will not receive another email. The notification does not confirm that the download is complete.
How to send
- 1
Add your presentation
Add the PPTX or Keynote file to the upload box. If the video is outside the presentation, put it in the same folder. Add a PDF backup alongside it. The free limit is 5 GB in total.
- 2
Send the link
Email the link to the meeting host, or copy and paste it into a message. Add a password for a presentation that has not been announced yet. Send the password separately from the link. If you enter your email address, you receive one notification when downloading starts.
- 3
The recipient downloads the file
The recipient downloads from the link and does not create an account. PPTX and Keynote files cannot be opened on the download page. PDF and MP4 files can be viewed. The recipient opens the presentation in their own software. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. SendGB Extra keeps files for up to 1 year.
What happens to your file?
- We leave the file untouched. Its animations and embedded videos stay intact.
- PPTX, KEY, and PDF files are not converted to another format.
- Source videos in the same folder are sent together. Downloading all files together preserves the folder structure.
- If you entered your email address, you receive one notification when someone starts downloading.
What we don’t do
- We do not open the presentation. We do not compress videos, embed fonts, or convert Keynote to PowerPoint.
- PPTX and KEY files cannot be opened on the download page. PDF and MP4 files can be viewed.
- If a video is linked using its full file path on your computer, it cannot be found on the recipient’s computer. If a font is not embedded, line breaks may shift.
- There is no Gmail or Outlook add-on. You paste the link yourself.
Frequently asked questions
Will my presentation be compressed when I send it?
No. We do not open the file. Its videos, photos, and animations stay intact. PowerPoint’s own compression tool can reduce image quality. We do not run it. You should not use it for an important presentation, either.
Are embedded and linked videos the same?
No. An embedded video is inside the presentation and downloads with the file. A linked video is a separate file. If the video is in the same folder as the presentation and linked using a path relative to that folder, downloading all files together preserves the path. If it is linked using its full file path on your computer, it cannot be found on the recipient’s computer. We do not fix that link.
Should I include a PDF backup?
Yes. A PDF does not retain animations or videos. It still provides a readable copy if the presentation software will not open. You save the PDF yourself. Include it in the same transfer as the presentation. The PDF can be opened on the download page. The PPTX cannot.
Will my fonts be preserved?
Yes, if they are embedded in the presentation. If they are not embedded, we do not embed them. If the recipient’s computer does not have the font, line breaks may shift. Embed the font yourself before sending, or add a PDF backup.
Can I send Keynote presentations too?
Yes. They download unchanged. We do not convert them to PowerPoint files. Keynote is not available on Windows. If the recipient does not use a Mac, save a PPTX or PDF yourself. We do not make that conversion.
How do I get around Gmail’s 25 MB limit?
Do not attach the presentation to an email. A few photos and a short video can exceed this limit. Create the transfer and paste the short link into Gmail or Outlook. There is no add-on. The file is not included in the message.
Can I send a presentation to more than one person?
Yes. With email delivery, you enter the recipients’ addresses. Everyone receives the same link. No account is needed to download. You can also copy the link and forward it yourself.
Why is my PowerPoint file so large?
A text-only presentation is small. Full-slide photos and embedded videos make it larger. A launch presentation can be hundreds of MB, sometimes several GB. We do not guarantee how many slides will fit. Free transfers are limited to 5 GB and 500 files.
Will I be notified when the recipient starts downloading?
Yes, if you entered your email address. With email delivery, you are notified once per recipient. With link delivery, you are notified once per transfer. The notification tells you that downloading has started. It does not confirm that the entire file has downloaded. If the same person downloads again, you will not receive another email.
Which option should I choose if 5 GB is not enough?
A presentation with video often fits within 5 GB. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. Long videos and multiple backups call for SendGB Extra: 500 GB per transfer, 2,500 files, 1 TB of storage, starting at €29.90 per year. SendGB Extra keeps files for up to 1 year. For a single package over 500 GB, SendGB Exceed is enough: no membership, a 1 TB transfer for €9.99, and 2,500 files. The code can be used once and is valid for 1 year. The link stays available for 7 days.
Send a download link, not an email attachment
A presentation with video may fit within 5 GB. A package with several long videos can be sent with SendGB Extra up to 500 GB, or with SendGB Exceed up to 1 TB in a single transfer.
Start sending