Email limits videos to 20-25 MB, but most phone videos exceed 100 MB.
What you can do:
-
Trim first, you probably don't need to send the whole video.
-
Compress to 480p-720p using HandBrake or online tools like Vert.sh.
For videos over 2 minutes or high quality needs, skip compression and send a link instead, with Transfer.zip.
Understanding Email Attachment Limits
Email providers impose strict file size limits:
| Email Provider | Attachment Size Limit |
|---|---|
| Gmail | 25 MB |
| Outlook/Hotmail | 20 MB |
| Yahoo Mail | 25 MB |
| Apple Mail (iCloud) | 20 MB |
Most videos recorded on modern phones far exceed these limits. A minute of 4K video can be 375 MB, while 1080p video averages 130 MB per minute. You need significant compression to email videos.
Videos often require compression to fit email limits. A 2-minute 1080p video can be 260 MB, which is 10x over Gmail's 25 MB limit.
Quick Answer: Best Settings for Email
For most email attachments, aim for:
- Resolution: 480p (854×480) or 720p (1280×720)
- Bitrate: 1-3 Mbps
- Codec: H.264 (most compatible)
- Frame rate: 30 fps
- Target size: Under 20 MB
Example: A 2-minute video at 480p, 1 Mbps = approximately 15 MB ✓
Method 1: Trim Your Video First (Most Effective)
Before compressing, remove unnecessary footage. This drastically reduces file size.
- Windows: Photos app → Edit video → Trim
- Mac: QuickTime → Edit → Trim
- iPhone: Photos → Edit → drag timeline edges
- Android: Google Photos → Edit → Crop
Trimming a 5-minute video to 1 minute is far more effective than any compression technique. Always trim first before compressing.
Method 2: Online Compression Tools (Easiest)
Online compressors are simple and require no software installation.
Recommended Tools:
- Vert.sh — Free, no watermark. Use the "Email" preset or set resolution to 480p/720p manually.
- FreeConvert — Upload up to 1 GB, set target size to 15-20 MB.
- No installation
- Works on any device
- Beginner-friendly
- Requires internet
- Privacy concerns for sensitive videos
Method 3: Desktop Software (Best Control)
For frequent compression or offline work, desktop software gives better results.
HandBrake (Free, Windows/Mac/Linux)
Download HandBrake, open your video, and use the Fast 480p30 or Fast 720p30 preset. For email, aim for RF 24-28 or 1500 kbps bitrate. Target: ~10-15 MB per minute.
VLC Media Player (Free)
Use VLC's Media → Convert/Save, select the H.264 profile, and set bitrate to 1500 kbps.
Method 4: Send a Link Instead (Recommended)
If compression isn't getting you below the limit, send a download link to preserve quality.
- Transfer.zip — Unlimited size, end-to-end encrypted. Copy link and paste in email.
- SwissTransfer — Up to 50 GB, files stored 30 days.
- Cloud Storage — Google Drive (15 GB), Dropbox (2 GB), OneDrive (5 GB). Upload, share, copy link.
Gmail tip: Files over 25 MB automatically upload to Google Drive and insert a link.
Quality vs. Size Tradeoffs
| Setting | Impact on File Size | Impact on Quality |
|---|---|---|
| Lower resolution (1080p→480p) | Dramatic (up to 75%) | Noticeable but acceptable on small screens |
| Lower bitrate (8→1 Mbps) | Proportional reduction | Visible compression artifacts |
| Trim video length (5 min→2 min) | Proportional reduction | No quality loss |
Best approach: Combine techniques: Trim + reduce to 720p + lower bitrate to 2 Mbps.
Tips & Best Practices
- Always keep the original - Make a copy before compressing
- Test before sending - Play compressed video to check quality
- Name files clearly - "ProjectDemo_Compressed.mp4"
- Mention in email - "Video attached (compressed for email)"
- Compress for mobile - Most people view on phones where 480p-720p looks fine
- Use H.264 codec - Most compatible across devices
For sensitive videos:
- Never upload to free online tools
- Use offline software like HandBrake
- Or use encrypted transfer services like Transfer.zip
Common Issues
"Email won't send" → Video still too large. Compress more or send a link instead
"Quality looks terrible" → Compressed too much. Increase bitrate or send link to full-quality video
"Recipient can't play video" → Use H.264 codec and export as .mp4 (most universal)
"Compression taking forever" → Large videos take time. Try trimming first to reduce processing
FAQ
What's the best resolution for email videos? 480p is ideal - clear enough for laptops and phones while staying under size limits.
Can I compress without software? Yes, use online tools like Vert.sh or FreeConvert that work in your browser.
Why is my video still huge after zipping? Videos are already compressed. Zipping provides minimal compression (5-10%). You need to re-encode the video.
What codec should I use? H.264 is most compatible. Avoid H.265/HEVC unless recipients have modern devices.
Summary
- Casual sharing: Trim first, compress to 480p with Vert.sh, attach if under 20 MB.
- Best quality: Use HandBrake at 720p, RF 24, 2 Mbps.
- Videos that won't fit: Upload to Transfer.zip and paste the link in your email.
Bottom line: Email wasn't designed for large video files. For videos over 2 minutes or high quality, skip compression and use a file transfer service. Your recipients will appreciate better quality.
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