How to Send a PDF by Email (and Size Limits)
Send a PDF by email with Gmail or Outlook, learn the attachment size limits, and what to do when the file is too big. Link option included.
Quick answer: attach the PDF with the paperclip icon and send. Gmail allows up to 25 MB for personal accounts, and Outlook defaults to 20 MB on internet email accounts. If the PDF is bigger, send a link instead.
Attachment limits
| Service | Limit | Source |
|---|---|---|
| Gmail (personal) | 25 MB | Google Gmail Help |
| Gmail (work or school) | Set by the Workspace administrator | Google Gmail Help |
| Outlook, internet accounts | 20 MB default | Microsoft support |
| Outlook with Exchange | Set by the Exchange administrator | Microsoft support |
Checked November 2026. Limits cover the total of all attachments in a message, and your recipient's mail server may also have its own cap. Email encoding makes files slightly larger than they look on disk, so leave some room.
How to attach a PDF in Gmail
- Click Compose.
- Click the paperclip icon and choose the PDF.
- Add the recipient and a clear subject.
- Send.
If the total goes over 25 MB, Gmail removes the attachment and adds a Google Drive link instead, according to Google's help page.
How to attach a PDF in Outlook
- Select New email.
- Choose Attach file, then pick the PDF.
- Send.
If you hit the limit, Outlook shows an error asking you to put the file in a shared location and send a link.
Make the PDF smaller
- Export again with a lower image quality setting.
- Remove unused pages.
- Use a PDF compressor, then check that the text is still readable.
Or send a link
A link has no size limit problem and cannot bounce.
- Upload to the PDF to link tool.
- Paste the link in your email.
- Optionally keep the file updatable: replace it later and the link stays the same.
You can also see when it was opened. See how to tell if someone opened your PDF. An attachment is easier for the recipient to save, while a link is easier to update and track. SharePDF does not add a read receipt to your email. It records opens of the PDF itself.
Tips for professional emails
- Name the file clearly.
- Mention the file in the body ("proposal attached") so spam filters and readers expect it.
- State the page count or size if it is long.
- Do not send sensitive documents as plain attachments. Email is not a secure channel by default, so use a password-protected link for those. See protect a PDF.
Related guides
Worked example
Priya has a 31 MB brochure and wants to send it to a client on Gmail.
- She attaches it in Gmail. Because the total is over 25 MB, Gmail turns it into a Drive link, as Google's help page describes.
- The client opens the email and finds a Drive link. Drive access is Restricted, so the client sees a request-access page.
- Priya changes the setting, or instead uploads the brochure to a PDF link tool and pastes that link. It opens straight away in the client's browser.
The lesson: check what the recipient will actually see before you send.
Troubleshooting
| Problem | What to do |
|---|---|
| The file is too large | Compress it, split it, or send a link |
| The email bounced | The recipient's server may have a lower limit than yours. Send a link |
| Attachment arrived but will not open | Ask the client to try another PDF reader, or send a link |
| Your mail app says the file is bigger than the server allows | This is Outlook's message for the limit. Put the file in a shared location and send a link |
| Link goes to spam | Avoid link-only emails. Add a few lines of context and a plain sender name |
| Recipient wants to forward it | A link can be forwarded as is. An attachment can too, but as a full copy |
Attachment or link
| Attachment | Link | |
|---|---|---|
| Size limit | 25 MB in Gmail, 20 MB default in Outlook | Plan limit, such as 5 MB free on SharePDF |
| Works if the recipient is offline | Yes after download | No |
| Fix a typo after sending | No | Yes, replace the file |
| See if it was opened | No | Yes with a tracked link |
| Looks tidy in the inbox | Paperclip | A line of text |
Writing the email
A short, clear email gets read. A good pattern:
- One line saying what the PDF is and why you are sending it.
- The link or attachment.
- One line saying what you want them to do next, and by when.
Avoid sending several attachments with similar names. If your PDF is a proposal, see PDF proposals.
FAQ
Why did my PDF email bounce?
Often the file is over the receiving server's limit, even if it fits yours. Send a link.
Can I email a PDF larger than 25 MB in Gmail?
Not as a normal attachment. Gmail converts big files into Drive links.
Is a PDF link better than an attachment?
For large files, files you may update, and when you want view data, yes. For a quick note to one person, an attachment is fine.
Will the recipient need an account to open a link?
Not with a SharePDF link. Drive links depend on their sharing setting.
How do I send a PDF by email from my phone?
Open the PDF in your files app, choose Share, then Mail or Gmail. Or upload to a link tool and paste the link.
Can I password protect a PDF I email?
Yes with a protected link. SharePDF supports passwords on paid plans. See password-protected PDFs.