Figuring out how to email large files can take up hours of your day. However, it doesn’t have to because there are many avenues you can take to send your large email attachments. In this article, we are going to discuss how to send large files via email and ways the Clean Email app will keep large files organized in your inbox.
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Best Ways for Sending Large Files via Email
- Use Cloud Services:
- Compress the file.
- Create a ZIP file.
- Send attachment in individual parts.
These are the most efficient ways to send larger email attachments through any email provider you use. Typically, you will want the file to be under the 25 or 20MB limit to forward it to the recipient successfully.
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How to Send Large Files through Gmail
- As an attachment
- As a Drive link
Both ways are sufficient and can be done by simply opening Gmail on your computer and composing the message.
- Click the Google Drive icon.
- Select the file.
- Choose between “attachment” or “drive link” so Google knows which version of the document you prefer for sending.
- Select Insert and then forward the message as normal.
How to Send Large Files via Yahoo Email
- Open Yahoo! Mail and compose a new message.
- Select the paper clip icon for attachments.
- You’ll have four options to choose.
- Select either Google Drive or Dropbox to locate and send your file.
- Once you’ve clicked the document you want, it will bring you back to your draft.
- Click “OK” to give permission to anyone who receives your mail to view the file.
- Send as normal.
How to Send Large Files through Outlook
If you have an Outlook account and tried to email a file larger than 20MB, you know that you’ll receive an error message letting you know its size is too large. Here’s how you can avoid this pesky error.
Use a Share Link from Your Cloud Service
- Log into the cloud service provider like Google Drive or iCloud.
- Upload the file as normal if you haven’t already completed this step.
- Click the share button with an arrow pointing out of a square.
- Copy the link and edit permissions if necessary.
- Go into Outlook and compose a new message.
- Paste the link in the document and forward it as normal.
- Log into OneDrive to upload the file.
- Log back into Outlook and compose a new message.
- Click on the paperclip symbol that signifies creating an attachment.
- Select the OneDrive option and click on the file you want to send.
- Once attachment and the message are in place, email the message as normal.
Zip or Compress the Size of the Email Attachment
Another way to forward documents bigger than 20MB through Outlook is by converting them into a zip file or compressing the file. Both will allow you to condense the file at once without having to forward it in pieces one by one or not have the ability to send the documents at all.
Make the Most of SharePoint Server Libraries
Those Outlook users who have their account because of a company can utilize SharePoint as a way to forward documents. All you have to do is upload the attachment to SharePoint’s server then copy and paste the link into your message.
Organize Large Email Files with the Clean Email App
Clean Email is an inbox cleaner solution that will help you keep your mailbox clean and organized. Its features “Smart Views,” “Auto Clean,” and “Quick Clean” will prevent you from getting overwhelmed cleaning out the hundreds of messages sent to you every week. If you receive a ton of large messages, this app will be the perfect tool to locate, organize, and remove them from your inbox to avoid your server from being slowed down.
The “Smart Views” feature automatically sorts through your messages and combines emails larger than 10MB into a separate folder. The “emails larger than 10MB” folder will allow you to determine which messages need to be deleted to free up space, which email attachments can be saved to your cloud or desktop, and which emails need to be kept without externally saving the file.
Learning how to send large files via email doesn’t have to be a difficult task. This article aims to make sending email attachments a smooth process for you with these simple steps. The Clean Email app will help you keep your large messages and attachments organized and easy to access at any time.
How to Send Large Files Via Email – FAQs
Why can’t I send large files through email?
Sending large files via email could slow down the server and take up too much space in the email provider’s database. This results in users not being able to send or receive messages in the future.
How can I email a file larger than 25MB?
Depending on your email provider there a variety of ways to send emails larger than 25MB. The most common way is through file sharing.
How can I send large files via Gmail?
The easiest and fastest way to send large files through Gmail is by using Google Drive. You have the option to compose a message and attach the Google file that way or go into Google Drive to share the original file directly with the recipient.
How to email large pdf files?
Large pdf files need to be compressed in a compressor tool before sending it by email. Another option is to send the pdf via a sharing service like Dropbox or Google Drive.
How to email large video files?
If you’re not able to compress the video’s size then try using a cloud service. Some examples of cloud services are Google Drive and Outlook’s OneDrive. They allow you to attach larger files when you compose a new message.
Have you ever been stopped you in your tracks with an email message like this: “The file you are trying to send exceeds the size limit for email.” Luckily, there are other options for sending large files.
Let’s explore other ways to send big files—and help you decide which is best.
Why you can’t email large files as attachments
It can be frustrating to see your email returned or blocked because of a large attachment. So why does it happen?
Most internet service providers (ISPs) and email providers limit the sizes of the files you can upload or send through email. These limits prevent massive amounts of data from slowing down their services. Size limits vary from provider to provider.
Sometimes, you can purchase the ability to transmit larger files. For example, some business email providers allow you to send files of up to 150 MB, which far exceeds the usual limit. However, you don’t have to upgrade your email account to send large files. There are other methods for sending big attachments that don’t require you to change your level of service.
The best methods for sending large files
If your file is too large to send via email, you have three other options for sending it.
While cloud storage is often thought of as a tool for storing and protecting files, it’s also great for sending or sharing large documents and media. After uploading to cloud storage, you can share it with a simple link, no matter what size it is.
If you are working in document or spreadsheet, you’ll likely see a share button in the upper corner. Clicking on that button will generate a link that you can send via email, chat, or text.
If you are viewing your cloud files within a folder, you can right-click on a file to bring up a sharing option. You can even share an entire folder.
Chat and meeting software
Communication and collaboration platforms combine workplace chat, video meetings, and file storage. These systems are often integrated with cloud storage and make it easy to send files via chat.
File transfer sites
File transfer sites allow you to upload a large file, then send a link to someone who can then go a download the file. Some sites offer this service for free, and others require a subscription.
Before using sites like these, consider the security protocols they have in place. These sites are not likely to have robust security or privacy protocols. Because of this, it’s best to use your cloud storage provider to share files.
The benefits of sending large files through cloud storage
At the end of the day, sending large files through cloud storage is the safest and most cost-effective way to go.
Cloud storage has far more benefits than other methods, including:
You can send large files through an email invitation or a direct link. Recipients simply click on the link to access your file. They won’t need an account with the cloud storage provider to use the link.
Cloud storage services are highly secure. They include features such as file encryption, suspicious login activity monitoring, ransomware detection, virus scanning, two-factor authentication, and password-protected sharing links. If your files are sensitive, then cloud storage offers the best safeguards. Additionally, to ensure that only the right people can access your shared files, you can send them password-protected and time-expiring links.
When you send files with cloud storage, you can set the access permissions to restrict who can view, comment on, edit or reshare files. For example, you limit access to one person, a group, all company employees or anyone.
You can protect yourself from human mistakes, too. If your recipient deletes your file, you can reclaim it from the recycle bin. If they accidentally alter your file, you can restore the prior draft using built-in version history.
All the files that you keep in cloud storage and backed up. If your computer is lost, stolen or crashes, you’ll still have your data.
There’s probably a reason you’re sharing a large file. In most cases, you want to work on it with someone. Collaboration is a top benefit of cloud storage. You can share large files with coworkers. Then, they can suggest or make edits in real-time. You can even track changes to see what items others add and delete.
Using cloud storage takes up less local storage on your device and less storage of your allotted email quota.
Most cloud storage services offer a free plan and a paid plan. If you are using the subscription plan, why pay extra to upgrade your email service or purchase a service from a file transfer site?
Sending large files with email can be a frustrating experience. Thankfully, cloud storage is a fast, secure, and feature-rich method for sending large files.
About the author
Paul Diamond is the Product Marketing Manager for Microsoft OneDrive (consumer and small business). He has worked in marketing and eCommerce for Amazon, T-Mobile, Groupon and Vistage International. He’s also the editor of the books: Fishing’s Greatest Misadventures, Surfing’s Greatest Misadventures, and Cycling’s Greatest Misadventures published by Casagrande Press.
Sending large files has always been a problem, but SendTransfer has brought about a solution; It has brought a means to send large files to people for free. The best part being that there is no limit to the number of files you can send and there is also no limit to the number of recipients. So now, you can send large files across towns, cities, countries without carrying any physical drive such as memory sticks.
To send large files using SendTransfer involves very easy steps, such as inputting your email as the sender, the recipients email and then attaching the file. Once this is done, you can send a large file to a number of people, depending on the number of recipients you have in mind. The ease with which this happens is as a result of outstanding technological methods used at SendTransfer and this will further develop data communication such that both neighbors and oversea clients can receive and send large files.
One of the best aspects of this service is that it is free to access and easy to use for everyone and anyone and unlike most of the other email platforms and websites used in transferring files, the download and upload algorithm allows for really fast data transfer. Another aspect is that it doesn’t require users to own accounts before they are able to use the services, it asks for three simple details, and the transfer process begins. This unprecedented ease makes the platform a must use for both experienced internet users and beginners. So with the absence of restrictions on file sizes that can be transferred, with the lack of the need to zip folders in order to send data; it is evident that SendTransfer is the best way to send large files anywhere and to anyone.
Got a giant file? Send large files regardless of size and format. Do you really need another thing to log into or register for? How about memorizing another password? With SendTransfer, registering an account isn’t needed. Feel free to send big files up to 10GB to your friends, your family, and coworkers. No limits here. For serious. There’s no limit to how many files you can send or share. Each large file transfer is automatically stored up to 14 days. Send large files to friends, transfer reports to coworkers, share study guides for students, or Tweet a resume to the world! — did we mention it’s FREE?
No Plans – No Payments
For every single data transfer up to 10GB, you can utilize SendTransfer for free and without limit. With just a few clicks, you can send large files for free and online. SendTransfer let you upload single or multiple documents. There will be no waiting time when downloading and uploading. This provides dependable, usability and excellent loading speed of large files.
Features & Benefits
SendTransfer comes with 10GB of storage space; this permits you to drop any form of external drives. With SendTransfer, you can comfortably send large files to an alternate email as a way of saving them, thus eradicating the need, DVDs, memory sticks.
It is also very easy to use and requires no account creation. With the click of a few buttons, you can send documents all over to the world. And the best part, this service comes free, without any limits to the number of times you can use the service also.
The SendTransfer website is free to use, providing customers with an opportunity to send large files of any kind, in a fast and secure manner.
SendTransfer is easy to use, as there is no need to create an account or give any other details apart from the required email addresses. It is also really simplified such that even people without technical knowledge can easily use the service.
When sending large files all that is required is the recipient’s email address as well as yours, then the selected file(s) are uploaded to a cloud-based solution. The speed of the upload is fast when the client uses a high-speed Internet connection; with files of small sizes getting uploaded within seconds and large files getting sent within 30mins. The uploaded files are maintained in the website’s cloud-based servers for a period, which ranges from between 7 – 14 days. During this period, the recipient is expected to download the files.
With SendTransfer, there is no restriction to upload or download speeds all that is required is that both parties have a high-speed connection.
Just follow the headlines from the left side and then click the Send Button.
Trying to figure out how to transfer large files online? Gmail and Yahoo have a 25MB limit, but don't worry; there are other ways to send your work without hitting an error message.
Have you ever tried to email a file to someone, only for your mail service to tell you that it’s too big? It’s a frustrating but common problem. Most email services and software restrict the size of file attachments. For example, Gmail and Yahoo limit the size of attached files to 25MB, so that 100MB video isn’t going through. But email is not your only choice; many standalone file-transfer services can take on the job. Here are several ways to send large files over the internet.
Store Files Online
One easy solution is to upload the file to a cloud storage service for the other person to then access and download from their device. Free tiers from Box (10GB), Dropbox (2GB), Google Drive (15GB), iCloud (5GB), and OneDrive (5GB) offer storage space that may solve your issue. However, these services also have upload limits, so you may have to upgrade to a paid plan depending on your needs.
Gmail limits attached files to 25MB; anything over that is automatically placed inside Google Drive. You can go through the process by starting a new email in Gmail and then attaching the file you want to send. If it’s too large, Google will generate a link to it in Google Drive.
After you try to send your email, you’re asked to provide your recipient access to the file. By default, the file is available just for viewing. You can opt to allow the person to review or edit the file, but they would need a Google account to perform either action.
Once you set the permissions, send the email to its recipient. The person then clicks the link in the email to view the file in Google Drive. Google may limit you to 15GB for the free tier of Google Drive, but any paid plan will allow you to upload up to 750GB a day (though files larger than this will still go through), with an overall file limit of 5TB.
Yahoo Mail can perform the same trick, but it’s a less user-friendly option. If you try to send a large file through Yahoo, an alert prompts you to save the file to either Google Drive or Dropbox. Choose your preferred service and then manually upload the file to it.
Return to your email, click File Attachment, and select Share Files From Google Drive or Share Files From Dropbox. Choose the file, and it shows up as an email attachment. Once your email is sent, your recipient can click the file attachment to view it in Google Drive or Dropbox.
Outlook allows you to attach a file up to 33MB in size. If you try to send something larger, the program prompts you to upload and share the file via OneDrive. Select that option and then compose and send your message. The recipient can then open and view the file from your OneDrive space.
Use a File-Transfer Site
Instead of relying on email, you can turn to a third-party file transfer website. Upload the file you wish to send and enter your name and email address along with the name and address of your recipient. The site houses the file online and sends your recipient a download link. How large can the file be? That depends on the service, and what you’re willing to pay.
The DropSend file-transfer site allows you to compose an email to your recipient and attach the file you want to send. Your recipient receives an email with a link to the file for viewing or downloading. DropSend offers three personal plans, all requiring a paid subscription.
For $5 a month, the Basic plan gives you 10GB of online storage with up to 25 sends a month. For $9 a month, the Standard plan offers 25GB of storage with as many as 50 sends a month with other bonus features. The $19-a-month Professional plan gives you 25GB of storage with an unlimited number of sends each month and a host of advanced features.
With MyAirBridge, you can upload a file and email a link to a specific recipient or just upload the file and generate a link to share with anyone. You can send a file as large as 20GB for free. A basic $2.99-per-month plan covers files up to 50GB, the $10.99-per-month Pro plan handles files as hefty as 70GB, and the $65.99-per-month Enterprise plan allows files as beefy as 100GB.
Filemail is a quick and simple website. Fill out an email form with your address and its destination, compose your message, attach your file, and send your message. Your recipient then receives a link to the file for downloading or viewing it online.
The free option allows files as large as 5GB, the $10-per-month Filemail Pro plan supports sizes as large as 25GB, and the $15-per-month Business plan handles unlimited file sizes.
You’ve got your case, you’ve poured over the files and you’ve spent time working to ensure that everything is in its place. After you’ve invested your time, you try to attach the file to an email when you’re confronted with an error message. Your file is too large! At First Legal, we know how frustrating that can be, so we’ve compiled the following tips for sending large files.
The first step you’ll want to take is to determine how large your attachment can be through your email provider. Many common providers have a 10MB limit for attachments, although some providers will allow as much as 25MB. If you discover that your provider allows for 25MB, you may think you’re golden. Unfortunately, if the recipient of your message cannot receive messages over 10MB, you could encounter an error message or return notice.
You can reduce the size of your document if it is too large. On most computers, when you right-click on a document, you’ll see an option to compress the file. This option is best when your file is only barely over the size limit. Compression typically eliminates about 20% of the total file size.
Another option for sending files is to split them into multiple parts. Although this can be a time consuming process, it is also effective if the file you’re sending is far larger than the maximum allowable size. If you choose to proceed and split the file, it’s best if you take care to name them clearly. You’ll also want to alert the recipient to expect the full attachment to come in multiple files.
If your file is too large for compression and too complicated to be split in pieces, you can also send the file through a cloud storage system. We recommend using trusted providers like Google Drive or Dropbox. These services have a reputation for being secure. Additionally, Google Drive comes integrated into many mailing systems where Google is the service provider.
Litigation support specialists like those at First Legal have years of experience in everything from filing to trial presentation services. Find out how we can shave time off your filing by calling today!
For more information on file size reduction, check out this great article on reducing the size of your PDF!
You have to admit that email service is one of the greatest inventions in human communication. You can send emails to your friends, boss, colleague, business partner, even the stranger.
However, when you compose the messages well with massive photos attached and click the “Send” button; you may be frustrated by the pop-up message:
“The file you are trying to send exceeds the 25MB attachment limit.”
It is quite sickening that you can enjoy all the free service, but you are staggered by the total 25MB file limit from Gmail.
Will you stop your email message sending by such limit?
Of course you will not, because you are here reading this post and working hard to seek for the solutions to send large photos via email.
Here, we gather the best 3 ways to help you send large images through email. The solutions are proven to be successful for 99.9% people, and hope it will work for you, too.
Part 1. How to Send Large Photos via Email by Zip File
Every email service has its limited file size of the attachment file or the sum of all attached files and messages.
We made the survey that most of email service made the file size limit is 25MB, like Gmail, Yahoo, etc., Such email services as iCloud, Outlook made the file size not exceed 20MB. Still other email services, e.g. BlueMail, will not let you send emails up to 30MB.
All in all, the attachment file size is not 25MB mostly.
So if your photos are exceeding the limit a little, the most direct way you can follow to send the larger photos via email is zipping a folder with all the attached photos.
Select the large photos that you want to send via email > Right-click the files to select “ Send to ” > “ Compressed (zipped) folder ” from the drop-down menu.
Alternatively, you are able to put all the photos in one folder, and then right-click the folder name to select “ Winzip ” or other compression software > “ Compress to “XXX.7z” and email ” to input your email address to send the large compressed photos.
Generally speaking, the standard zip format provided approximately 62% compression.
However, it always comes to be different.
I get a folder with all the photos in 29.4MB. After making the zip compression, I get a zip file with 25.5MB, which is only about 14% compression rate.
For the file slightly larger, the zip compression is OK. However, for the far large photo files, you need to move the next solution.
Part 2. How to Send Large Images through Email by compressing Photos
Generally speaking, good quality always comes with large file size in photos. However, still some photos compression software could help you to get the smaller photos with not-bad quality.
Apeaksoft Free Online Image Compressor is the totally free software to compress JPEG or PNG files from MB to KB with keeping the best quality.
For sending lots of photos via email, you had better compress
Upload images online
Go to visit the page, click “ Add Images ” to import one or more image files to this software. You are able to drag the photos you want to send through email. Then this software will upload and compress them automatically.
Want to upload HEIC files that want to compress? Just convert HEIC files to JPEG/PNG firstly.
Download compressed images
After the compression is done, click “ Download ” button next to image to download the compressed photos.
Alternatively, you are able to download all the compressed pictures to your computer by clicking the “Download All” button at the bottom.
Here, you could this free online image compression tool gets about 45% to 48% compression rate, which is more efficient than a zip file via sending large photos via email.
them to reduce the file size.
Get over 25MB, 100MB or more images that want to send via Gmail?
Google Drive will work in the next part.
Part 3. How to Send Large Photos via Google Drive with Gmail
Google Drive is the file storage and synchronization service developed by Google. User can get the first 15 GB of storage to store data.
Google Drive works well with Gmail, so that you could send large photos by inserting the files using Drive easily.
Firstly, you should upload the massive large images that you want to send, to Google Drive.
Insert files using Drive
Click “Compose” button with your Gmail to create a new message. Click the “Insert files using Drive” option (the image like a triangle).
Send large photos via Gmail with Google Drive
By default, you are entering to the “My Drive” tab. Select the folder where you uploaded large photos before and click “Insert” and then “Send” button to send the large photos with Gmail through Google Drive.
Note: Before you click the “Insert” button, there are 2 options on the right side, “ Drive link ” and “ Attachment ”.
“ Drive link ” works for any files stored in Drive, including files created using Google Docs, Sheets, Slides, or Forms, while “ Attachment ” only works for files that weren’t built using Docs, Sheets, or Slides. Here the option is chosen by default as “ Drive link ”.
Open large photos with Google Drive
When the receiver gets the photos, it will display as a thumbnail.
Move the cursor over the image to open the photo attachments via the Google Drive of the receiver.
1. If you want to send some photos within the folder, just click the folder name and use Ctrl or Shift key to select the photos for sending. For sending large PDF files via email, this solution also works.
2. Not only online service, Google Drive also offers apps for Windows, Mac, Android and iOS, which lets you send big photos by email on iPhone or Android via Google Drive.
Sending photos via email is very common in communication. However, limited by the maximum file size of 25MB, you will have to compress the large photos or use email service which supports large file sending. Zip compression can help you compress the whole folder in a slight small rate, while Free Online Image Compressor works better with a bigger image compression rate. Surely, if you have super large photos that need to send, Google Drive will work exactly.
I have 2 large artwork files about 2GB each that I need to email to a factory for professional production & printing. Each file was created in Adobe Illustrator with a mix of photos and vector images layered into the art.
I have saved as PDF which is just as heavy. It was recommended by my local printer to export as a jpeg but I am concerned that this will greatly reduce the quality.
The final product will be poster size. And I can not do multiple samples with the overseas factory for quality testing as each sample fee is $200. Thoughts?
5 Answers 5
Determine (with print provider) actual needed final resolution for the raster images – export an appropriately-set-up print-ready .pdf . That should do it right there – failing that, use a file-hosting solution or an FTP site (see the print provider’s website for how they prefer to handle file transfers) as appropriate.
This isn’t really a graphic design question, though I did answer it, as it’s closely-related.
If they are merely posters, you could absolutely use jpg.
- Open the Ai file in Photoshop.
- Ensure the size/resolution is correct
- Save as (not save for web) JPG quality 12.
Any quality loss due to the jpg format should be very, very, minimal (if any even exists) with a quality setting of 12 – or “maximum”.
When the print providers gets it, they will reopen and save as TIFF or some other format better suited for their production.
AI files aren’t really mandatory much of the time. They can help with very small detail. However, everything passes through a RIP (Raster Image Processor) which is the same as opening the file and saving with Photoshop.
Barring that.. see @GerardFell ‘s answer.
I generally upload a zip (or PDFx) to my own server and send a link to which they can download.
There are services such as GoogleDrive, DropBox, or HighTail that are designed to allow large transfers.
NEVER email raw .ai or .eps files. Always put them in a zip archive first. And typically, it’s best to assume anything over 10MB will be too large. Many email servers set a cap on attachment size at around 10MB. This is easily changed or removed on a server, but it’s generally best to factor in the most common denominator since most people don’t have direct control of such server settings.
All This is exactly the premise stock image sites rely upon and why all their downloads are either jpgs or zipped vector archives.
This is question is not related to Illustrator or Graphic Design in general. It’s about how to share large files.
Never ever send giant 2GB messages via email!
- Get in touch with your local printer. Most print houses provide a customer online access or a FTP login. This way you will be able to upload your print files directly.
- You can also use various online Cloud solutions e.g. Google Drive, Dropbox, WebTransfer, Firefox Send. Usually this evolves additional work for the print house staff. Thus again, talk to your print house
I’ve found that the easiest way to share large files with clients is by sharing them in a shared google drive. My business email is a gmail account, so if I ever send a document that is too large, it will automatically share it through a shared google drive. This is the best solution I have found, but I am sure there are many ways of sending large files.
I want to address some issues before actually sending anything for print. Some colegues mentioned them but I want to summarize.
There are several kinds of files.
In this case, is pretty obvious that you are trying to send a working file. You should not. You must prepare an output file. Normally it has some characteristics depending on the project. Sometimes a good PDF preset and a PDF version will give you a good output file, sometimes you need to take some extra steps.
I. Separate into layers
I always separate my project into layers, the layers that will have raster images at the bottom and the ones that should remain as vectors, like text and logos at the top.
This allows me to make a quick extra step just before sending the files to print, this is flattening all the raster layers into a single object. This way, this single object can have all the interactions of colors of the previous objects. Blends, transparency, etc. in a controlled fashion.
I do not overwrite this “flatten file” I rename it first to ProjectName-09-Output.ai (the 09 is the version control) Then I export this AI file into the proper real PDF Output file. This extra AI file is just for some especially complex projects.
II. The proper resolution
Send whatever needs to be sent as vectors but the bulk of the file size will be humungous raster images. The previous step will prepare the road to make this one. You can simply resample your raster image to the proper resolution. This issue has been talked about many times. In my opinion, a raster image of about 6000 to 12000 pixels in its larger side is enough for any printed size.
The previous steps will give you a really decent output file. You can still use an internal JPG compression. Use the maximum values of quality, and will give you a slightly lower file weight than zip compression. This will be less noticeable if your raster image is in CMYK mode.*
IV. You can not send a big file by email
What you do is upload the big file to some kind of service and send the link.
You can have a hosting provider and upload the file via FTP on your own webpage.
If you’ve gotten the pesky notification that your attachment is too large, you’ve probably wondered why there’s size limits in the first place! It can be especially frustrating when sending/receiving larger files is a day to day part of your job. Thankfully, the limits have increased and the methods have gotten easier over the years, but it’s still worth an explanation.
Imagine if you threw an old couch in the back of your pick-up truck and took it to the post office to get mailed elsewhere. If you were to walk up to the service clerk and inquire about that service, they’d laugh in your face! A couch is simply too large for the post office to handle. Couches need to get transferred via a freight company. It CAN get sent electronically, but it requires a different level of service. It’s the same for large attachments. It can get emailed, but the email provider you use on a daily basis isn’t the best level of service. This is where file sharing services, zip files, etc. come into play.
Before we get into that, here’s some background context:
- This request is usually generated by one of several cases:
- Accountants needing to receive large amounts of tax documents from clients.
- Law firms receiving legal briefs or videos for court hearings.
- Marketing staff needing to send large files (like videos and high-res pictures) to vendors supporting them.
- Field staff/clients needing to send photos to their IT support company from the field.
- Large files (for example, applications) needing to be sent to clients/prospects.
- A one-off large file needing to be sent to an outside individual.
- Gmail’s limit is 25MB. After that, a link to Google Drive is inserted into the email copy.
- AOL and Yahoo’s limit is also 25MB.
- Outlook’s limit is 20MB.
- Office365 has the highest limit, at 150MB.
- If you’re looking to change the limits for just a few users on your in-house server, you’d have to change the limit to something higher for the entire organization and then set all the users (except for the special few/one) back to the lower limit on a mailbox-by-mailbox basis. Setting larger limits does have additional challenges though:
- Depending on your Internet provider’s upload/download speed, sharing large files can take up your ENTIRE bandwidth! This leads to…
- Temporary loss of Internet bandwidth for other activities, including CC processing, other email activity and Internet activity/connectivity.
Assuming you don’t want to open that Pandora’s Box, here are a few things you can do:
- Use a cloud based file sharing service. (Oftentimes, companies will already have an industry-specific option available.) If the files represent data that should not be available publicly (or to a competitor or hacker), you’ll want to look into security.
- To be the MOST secure, we suggest encrypting the data locally, sending it to them and then telling them the password over the phone.
- We recommend any of these file sharing services for your firms!
- It has a Microsoft Outlook plug-in that lets you share/request files directly from the email platform, as well as include a link to do so in your email signature! Some of our outsourced IT clients use these perks!
- There are three paid plans, ranging from $50-$122 a month. To reduce costs, begin with their 30-day trial.
- Their plans aren’t priced per user–it’s unlimited!
- They also have an Outlook plugin!
- The recipients don’t need to have an account of their own, making it very user-friendly.
- There’s no limitation on file size.
- Their plans range from $16-$24 per user, per month. Start with a 15-day trial.
- They’re US-based and have an Outlook plugin as well!
- Plans range from $12.00-$40.00 per user, per month. Try it out with a 30-day trial.
- Scanning PDFs at a reasonable resolution to keep size down.
- Breaking files into several emails and/or adjusting the resolution (for pictures). For example, one email with three 4MB pictures attached will fail but three separate emails with one 4MB pic each will work.
- Compressing the file by right-clicking on the document. This option is best when your file is only barely over the size limit. Compression typically eliminates about 20% of the total file size.
- Keep in mind this method does not work for all file types, such as cell phone pictures.
If you’re interested in learning more about our EasyData membership, get in touch! You can call or text us at 302-529-3700 or email us at [email protected] .
Bill Hogan is the Owner and President of Partners Plus. He has 40 years of experience in the technology industry, specifically IT support services. Bill has spoken at seminars all over the country about network management and published his latest book in 2018. Partners Plus was selected by PHL17 as the best Computer and Information Technology Support Company in the greater Philadelphia area in 2018.
You never need to worry about seeing an error message like this one ever again. Because today, you’re going to email school to learn the ABCs of zipping, driving and dropping. Ready? Let us begin.
What are the size limitations to sending a file? It all depends on the email platform you use.
Message size limitations for:
Gmail: 25 MB
Ymail: 25 MB
20 MB (for default internet email, but your company may limit sizes at the Exchange level)
So, typically if your file is in the 20+ MB range, you will need to do something about it.
Besides the annoyance of an error message and time lost working around it, there are other good reasons to shrink the size of your email messages and attachments. Those reasons include keeping inboxes clean if your Exchange server has storage problems, file and document sharing integrity, and security, just to name a few.
1. Zip It
If you need to send a really big file, or lots of little files, one neat trick is to simply compress the file. This means, you’re sending the actual PDF or PSD, or whatever, but you’re compressing the data so that the file size is smaller.
On a Mac or PC (the directions are roughly the same), you simply right (control) click your file and select Compress. This will create a new file on your desktop with the same name and .zip extension.
If you have several files to compress, create a folder with the files you want to zip, and then control-click and Compress.
2. Drive It
Gmail has provided its own elegant workaround for sending large files: Google Drive.
If you use Gmail, you have the option from your message window to attach a file from Drive. Instead of including the file in your email, it links to the file or folder in your Google Drive.
Make sure to adjust share settings to allow your contact access to the folder or file.
3. Drop It
Dropbox is your everything when it comes to file sharing. We keep our entire LIFE on Dropbox. You can share massive files, a folder of 1 zillion photos, movie files, anything that you can think to upload.
Another tidbit about Dropbox is a nifty security feature that allows you to send an exploding link. This is a great way to send a file that you can’t securely or practically send over email, and you don’t want someone to have access to the file for more than a set amount of time.
So, now you can Zip It, Drive It or Drop It (like it’s hot) anytime you need to hurl a big file across the internet.
What is your preferred method? Add your comments below!
Steph leads our client delivery team and is obsessed with delivering quality work, creating an efficiency machine, and mastering the tools and disciplines to achieve success for our heroes. At home, she loves listening to true crime podcasts, playing with her daughters and two pugs, and singing in a local rock band with her husband.
- Depending on your Internet provider’s upload/download speed, sharing large files can take up your ENTIRE bandwidth! This leads to…