When you need to send a large file via email, it can be frustrating when you get a pop-up that tells you your files are too large. Surprisingly, most email servers cannot send or receive files over a specific size.
Not only that, just because you can send an attachment through the sender’s email server, it does not necessarily mean that the recipient’s email can accept it. How do you ensure you send an email attachment that your recipient can open? Read on to find out how to send large files via email.
You need to ensure you know the size of your email attachments before you send them. Size limitations for email servers are not one size fits all and vary for each provider. Luckily, most email services will display the file size next to the file name.
If you are attaching multiple files, you will want to keep track of your attachments’ total size. If the file size shows in Kilobytes instead of megabytes, know that there are 1024 kilobytes in one megabyte.
Many businesses and individuals alike are using cloud-based service providers and cloud-based file transfer services to bypass attachment size when sending large files over email.
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Cloud-Based Storage Service To Send Large Files Via Email
When you have large files to send over an email, but the file is too large, one of the more efficient solutions is to use cloud-based storage services.
Cloud storage spaces like iCloud Mail Drop, OneDrive, and Google Drive are excellent ways to send large files through email. When you have high-quality graphics, videos, presentations, data, or more, you need to send it over, cloud solutions allow you to upload your files to the cloud service.
Then send over the link for your recipient to access the file through a link instead of an attachment. If it sounds daunting, it’s easy once you get the hang of it. Here’s how you send large attachments through cloud-based storage services.
1. iCloud Mail Drop with Apple Mail
Using an iCloud account, you are set up to use Mail Drop, which allows you to send large files up to 5GB via iCloud. When you use Mail Drop, the files are stored in encrypted form and are made available to the recipient to download within 30 days.
First, you want to make sure Mail Drop is Enabled from your Apple Mail Account.
1. Open Apple Mail from your Mac and select Preferences from the menu bar under Mail.
2. Under the Accounts tab, select the account you want to enable Mail Drop for.
3. Check the box next to the Send large attachments with Mail Drop.
4. Compose a new email using Apple Mail and ensure the text cursor is placed where you’d like the attachment to appear.
5. Select File, then select Attach files. Choose the file you’d like to attach and click on Choose File.
If your attachment exceeds the size limits, Apple Mail will automatically upload the file to the iCloud server for your recipient.
The attachment is uploaded into the iCloud and includes a secure link.
Mail Drop only has a 5GB limit, so anything over will fail using this method.
The attachment doesn't count against your iCloud storage total space and is only kept in the cloud for 30 days.
Some attachments don't transfer well to other operating systems like Windows.
2. Google Drive with Gmail
1. Sign in to your Gmail inbox and select Compose in the top left corner of the screen to begin a new message.
2. From the icon buttons at the bottom of the new message pop-up, select the Google Drive icon. A dialog box will pop up, allowing you to insert a file.
3. If you have not uploaded your file yet to Google Drive, you can do so from this dialogue box. Select Upload from the top menu. You can drag and drop your large attachment, or you can click on Select files from your device. Select Upload to add the file to your Google Drive.
4. If your file is already uploaded on your Google Drive, you can search for your file in your Drive. Highlight the file and click on the Insert button.
5. Be sure to set the permissions before you send the email to ensure your recipient can access the file. Your Gmail will do a check to make sure your recipient has access to the file for you and prompt you to update the sharing settings of your file before sending the message.
The attachment link will now be added to your email.
File sharing is easy and has many built-in tools to collaborate with others on your files easily.
There is a potential security risk when sharing files with no password protection for your files.
Files are private until you share them with your intended recipients.
Google Drive imposes upload limits to your drive, so this limitation can be frustrating if you need to share multiple large files to Google Drive.
You can access your files from anywhere.
3. OneDrive with Outlook
For many businesses, their primary email service is Outlook. OneDrive is an excellent solution for sending large files over emails with Outlook. Outlook only allows up to 33MB for attachments. You need to be sure to save your file first to your One Drive before sharing it.
Here’s how to send your file via email using OneDrive
1. You’ll want to begin by signing into your OneDrive account.
2. Right-click on the file you want to share. From the dropdown menu, select Share.
3. In the pop-up box, enter the email addresses of the people you want to share the file with and update the permissions you want to set for the document. This method generates an email automatically with a link to view the large file.
4. If you want to draft up a custom email, generate a link from the copy link button at the bottom left of the pop-up instead of entering the recipients’ email to auto-invite. Paste the link into a new email through Outlook.
You can store any file on OneDrive, and it has a user-friendly interface that makes it easy to send large files via email.
OneDrive free plan allows up to 5GB of storage, and you have to pay for additional storage.
Microsoft is a well established business so you know they are solid, dependable and reliable.
Security is a concern when using OneDrive.
It only encrypts data in transit but not the data sitting there.
User permissions can allow people to change documents that are not wanted.
Cloud-Based File Transfer Service To Send Large Files Using Email
When cloud services began, they were more geared toward consumers for web-based email, social media, photos, and personal storage locations. As cloud solutions have evolved and security has increased, cloud services have opened up allow entire network infrastructures to operate within the cloud, including file transfers.
The demand for secure sharing processes to share sensitive documents and data is on the rise, and more and more people adopt cloud-based file transfer services. With the increase of employees working from home, it’s essential to have a user-friendly and secure solution that allows employees to send and receive large data files.
You can always use a cloud-based file transfer service.
Filemail is one of the many solutions that provide a service that allows you to send and receive files of any size online. It comes with security features that make your file transfer secure by enabling you to set the availability period and set up password protection. This helps prevent your file from ending up in the wrong hands.
Using Filemail is simple and allows you two options to send large files online. You can send it directly or by generating a link and sending it through your email platform of choice.
1. From the Filemail website, select the Add Files button to select the files you’d like to send.
2. If you want to send as an email, you select the Send As Email tab and draft an email to send with using your email address.
3. If you’d prefer to use your primary email server, select the Send as link tab and copy the link.
4. A pop-up will appear to allow you to set the file availability duration.
Filemail allows you to share files up to 5GB for free. With a paid account you get a lot more features, such as 1 TB of storage, adding a logo or background, perfect for small businesses.
These methods are some of the best ways to send large files via email. You always want to be sure you are using specialized secure cloud and transfer tools. Security is one of the most important concerns when sending or receiving large attachments.
Always make sure to only open attachments from people you know and trust, and make sure they come from any of the safe methods mentioned above.