How to Reduce a Large Excel File for Outlook Email with WPS Office
Question details
The user needs to send a large Excel workbook through Outlook without exceeding attachment size limits while preserving formulas and workbook features.
- Product
- WPS Spreadsheets and Microsoft Outlook
- Device & OS
- not provided
- Scenario
- User has a large Excel workbook that must be emailed through Outlook, but the message may be rejected or blocked because the attachment is too large.
- Observed behavior
- The workbook exceeds or is likely to exceed the Outlook attachment size limit, so the user needs to reduce the file size or send it differently.
Close the workbook in WPS Spreadsheets, check the current file size in File Explorer, and keep the original workbook unchanged before creating a reduced copy.
Save a Copy as an Excel Binary Workbook (.xlsb) in WPS Spreadsheets
Use this when you need to keep formulas and workbook functionality but reduce the file size before attaching to Outlook.
The Excel Binary Workbook format stores workbook data in binary form and often produces a smaller file than .xlsx while keeping formulas, sheets, and most workbook features. Compatibility should be checked if the recipient uses older Excel versions, but compatible Excel and WPS Spreadsheets can open .xlsb without conversion.
Launch WPS Office, open the large Excel workbook, and make sure you are in the WPS Spreadsheets tab.
Click the Menu button in the top-left corner, select Save As, and choose a destination folder on your computer.
In the Save as type drop-down list, select Excel Binary Workbook (*.xlsb), then click Save. Keep the original file as a backup.
Locate the new .xlsb file in File Explorer, confirm that it is smaller, and attach it to your Outlook email.
Upload the Workbook to Cloud Storage and Email a Sharing Link
Use this for very large files that are still too large to attach or when the recipient needs to access the latest version.
Reduce and Email Large Excel Files with WPS Office
Use WPS Spreadsheets to save a smaller Excel Binary Workbook copy, upload to WPS Cloud and share a link, then attach or send through Outlook without hitting email size limits.
- 1. Open the workbook in WPS Spreadsheets: Launch WPS Office and open the Excel file you want to send through Outlook.
- 2. Save as Excel Binary Workbook: Click Menu > Save As, choose Excel Binary Workbook (*.xlsb), and save the reduced copy.
- 3. Check the file size: Compare the new file size in File Explorer to ensure it is under the Outlook attachment limit.
- 4. Attach to Outlook or share a link: Attach the reduced .xlsb file in Outlook, or upload to WPS Cloud and email the sharing link.
Frequently Asked Questions
Will saving my Excel file as .xlsb remove my formulas?
No. The Excel Binary Workbook format preserves formulas, sheets, and most workbook features. WPS Spreadsheets can open and edit .xlsb without conversion.
Can WPS Spreadsheets open and save .xlsb files?
Yes. WPS Spreadsheets supports Excel Binary Workbook files, so you can open, edit, and save .xlsb files directly from the Save As menu.
What is the fastest way to email a very large Excel workbook?
Upload the workbook to WPS Cloud, OneDrive, or Google Drive, copy a sharing link, and paste the link in Outlook. This avoids attachment size limits entirely.
Does saving as .xlsb reduce file size enough to avoid Outlook limits?
It often reduces file size substantially, but the exact result depends on the workbook contents. If the .xlsb file is still over the limit, use the cloud sharing link method.
Will the recipient need to convert the .xlsb file to open it?
No. Compatible Excel versions and WPS Spreadsheets can open .xlsb directly without converting, but older or non-Excel applications may require compatibility checks.
