How to compress files so they are easier to share

Videos: lower the resolution or bitrate

Video gives the biggest savings. Re-exporting a 4K clip at 1080p, or lowering the bitrate, can cut the file to a fraction of its size while still looking good on a phone or laptop screen.

• Use your editing app’s export settings, or a free converter such as HandBrake, and choose a 1080p or 720p preset.
• Trim anything the recipient doesn’t need before exporting; it’s the easiest saving of all.
• Prefer MP4 (H.264) for compatibility. HEVC/H.265 is smaller still but doesn’t play everywhere.

PDFs: reduce embedded images

Big PDFs are usually big because of scanned pages or high-resolution images. Exporting with a “reduced size” or “smallest file size” option, or re-scanning at 150–200 dpi instead of 600, typically makes a dramatic difference with no visible loss for reading or printing at home.

Photos: resize or convert

If the recipient only needs to view the photos on screen, resizing to around 2,000–3,000 pixels on the long edge saves a lot. If they need to print or edit, send originals and split across several shares instead. Converting PNG copies of photographs to JPEG also helps.

Folders and mixed files: zip them

Zipping a folder bundles everything into one file, which is easier to send and download. It shrinks documents, spreadsheets and code noticeably, but barely changes photos, videos or music, which are already compressed. Tools such as 7-Zip can also add a password to the archive, which is worth doing for sensitive files.

When compression isn’t enough: split it

If a batch is still too big, split it into parts and send each one separately with a clear title, like “Photos part 2 of 3”. For single huge files that can’t be split sensibly, use a service with a higher limit; how to send large files lists options by size.