As a part of your outreach efforts, sometimes you need to  send emails with detailed and extensive content to prospects. It can consist of high-resolution images, videos, or interactive presentations, as that can enable you to present your information in a well-organized and comprehensive manner. The attachment size exceeds the allowable limit in these cases. File size limits play a pivotal role in determining the success of outreach campaigns. The ability to convey comprehensive information is crucial in professional communication. Restrictive limits can hinder the effectiveness of outreach efforts by limiting the size and quality of files that can be shared. Large, detailed presentations or multimedia content often exceed these limits, compromising the sender’s ability to showcase products, services, or ideas adequately.

Moreover, in sectors where visual appeal and detailed documentation matter, such constraints may impede the communication of a compelling message. This limitation also forces senders to resort to external file-sharing platforms, potentially causing inconvenience for recipients and raising security concerns. In an era where impactful content is key, the ability to send appropriately sized attachments directly contributes to the professionalism, credibility, and overall success of outreach campaigns, thus optimizing communication strategies and achieving desired outreach outcomes. Email server providers impose limits for several reasons. Here are some key reasons why these limits are in place :

Network Bandwidth

Big attachments consume significant network bandwidth. As they process a vast amount of data daily, larger attachments can strain the network, leading to slower email delivery and potential congestion.

Server Storage Capacity

Storing large volumes of email data requires considerable server storage space. Thus, it enables managing storage capacity effectively and ensuring that servers do not become overwhelmed with data.

Performance

Processing and transmitting larger-sized attachments can put a strain, potentially affecting overall performance. Limiting the attachment sizes helps maintain responsiveness and efficiency, ensuring that they can handle a high volume of emails.

Email Delivery Speed

Enormous attachments can slow down the time it takes to deliver emails. Email providers can optimize the speed at which emails are transmitted, improving the overall user experience for both senders and recipients.

Security Concerns

Larger attachments can be used to transmit malicious content, such as viruses or malware. Limiting attachment sizes helps mitigate the risk of spreading malicious software through email. often implement additional security measures to scan for potential threats.

Spam and Abuse Prevention

Limiting attachment sizes is one way to discourage the misuse of email services for spam or abuse. Spammers might attempt to overwhelm systems or distribute unwanted content through bulky attachments.

Compatibility and Interoperability

Some email clients and servers may have limitations on the maximum size of emails they can handle. Setting a standard limit helps ensure compatibility and interoperability across different email platforms.

User Experience

Bigger attachments can be challenging for recipients with limited internet connectivity or storage space on their devices. Setting reasonable limits contributes to a better overall user experience for email recipients.

Users may encounter different limits depending on the email service provider they use. For example, the maximum attachment size limit in Outlook is 20 MB. However, it can change depending on your Outlook version such as Microsoft 365. While these limits can sometimes be adjusted by system administrators, they are typically set with a balance between providing a functional service and managing the associated resources effectively.

Why Increase the Limit on Attachment Size on Outlook?

Increasing the Outlook limit for a cold outreach campaign can be beneficial for several reasons:

Send Larger and More Comprehensive Content

Larger limits allow you to send large files through Outlook. This can include high-resolution images, detailed presentations, or multimedia files that enhance your message and make a stronger impact on recipients.

Enhanced Communication and Collaboration

In certain business scenarios, you may need to share bulky files with potential clients or collaborators as part of your outreach. Increasing the limit facilitates smoother communication and collaboration by allowing you to share relevant documents without the need for external file-sharing platforms.

Professionalism and Credibility

Sending large, well-designed documents or presentations can contribute to the professionalism and credibility of your outreach. It demonstrates that you are serious about your communication and willing to invest the effort to provide valuable information to your recipients.

Avoiding Fragmentation

Sometimes, dividing a bigger document into smaller parts or compressing it might make the material less readable or accessible. Increasing the limit allows you to send documents in their original form, avoiding fragmentation and ensuring that the recipient gets the intended experience.

Reducing Dependency on External Platforms

By increasing the limit, you can reduce your reliance on external file-sharing platforms or links. Some recipients may prefer not to click on external links for security reasons, and having larger attachment limits allows you to share content directly within the email.

Convenience for Recipients

Large attachments can be a convenience for recipients, especially if they prefer to have all relevant information directly in their email rather than navigating to external links or download pages.

It’s important to note that while increasing the limit can offer these advantages, it’s also crucial to be mindful of potential drawbacks, such as increased server load and potential impacts on email deliverability. Always consider the preferences and limitations of your recipients and the infrastructure of your email system before making any changes.

How to Increase the Limit on Attachment Size in Outlook? 

The maximum limit in Microsoft Outlook is determined by email server settings and not just the Outlook client. If you’re using a Microsoft Exchange server or an email service provider, such as Office 365 or Gmail, it is typically set at the server level to manage network bandwidth and storage constraints.

Here are a few general suggestions that can enable you to send files bigger than the server allows :

Use Cloud Storage Services

Upload the files to a cloud storage service like Dropbox, OneDrive, or Google Drive rather than attaching them directly to emails. Provide the file’s URL in the email. Many email providers automatically provide options for sharing large files through these services.

Compress the Files

Before adding the files, compress them into a compressed format such as ZIP or RAR.  This can significantly reduce the file size, making it easier to fit within the limit.

Use FTP or File Sharing Services

Either utilize a file-sharing service made especially for massive file transfers or upload the files to an FTP server. In your email, include the download link.

Check with Your IT Administrator

Speak with your IT administrator when your company uses a corporate email system. They may be able to increase the limit on the server side. Usually, it is done for specific reasons because raising the limit may have an impact on server performance.

Split Large Files

If the file size is only slightly above the limit, consider splitting it into smaller parts and sending them as separate attachments. Make sure your email makes it clear that you are sending multiple files in a series.

Remember that increasing the attachment size may not always be possible. Also, even if it is, it is likely to have an impact on storage capacity and network performance. Always consider alternative methods for sharing large files, especially in a professional or corporate environment.

Conclusion

In today’s competitive landscape, the ability to deliver comprehensive, media-rich content directly within emails is a game-changer for sales professionals. When you can increase the Outlook attachment size, it can empower your sales teams to showcase products and services with depth and clarity, leaving lasting impressions on potential clients. It ensures that multimedia presentations, detailed proposals, and interactive content can be seamlessly integrated into outreach strategies.

Moreover, reducing dependence on external file-sharing platforms enhances user convenience and mitigates potential technical challenges faced by recipients. While navigating the intricacies of email server limitations, a sales enablement platform emerges as a strategic ally, optimizing the delivery of compelling content and contributing to the professionalism and success of outreach endeavors. As businesses evolve, embracing innovative solutions like sales enablement platforms becomes not only advantageous but imperative for staying ahead in the competitive landscape of modern sales and marketing.

You will need a robust sales enablement platform such as SendBuzz to ensure your outreach campaigns meet its objectives. It is indispensable for modern businesses to overcome the limitations posed by standard email attachment size restrictions. By providing sales teams with the tools to efficiently share large and impactful content, such a platform becomes a catalyst for enhanced user experiences and improved engagement.