Emailing large files is easily accomplished by leveraging cloud storage, dedicated transfer services, collaboration platforms, or file compression techniques.
When attempting to send files that exceed standard email attachment limits (typically 20-25 MB), direct attachments are often impossible. Fortunately, several effective strategies allow you to share large documents, videos, and other media without hassle.
Leveraging Cloud Storage Services
One of the most popular and efficient ways to share large files is by using integrated cloud services. These platforms allow you to upload your files to a secure online server and then share a link with your recipient, who can then download or view the content.
Google Drive
Google Drive is a prime example of an integrated cloud service that works seamlessly with Gmail and other Google products.
- Upload Your File: Go to Google Drive and upload the large file(s) you wish to share.
- Generate a Shareable Link: Once uploaded, right-click the file, select "Share," and then "Get link."
- Set Permissions: Crucially, adjust the permissions (e.g., "Anyone with the link can view") to ensure your recipient can access it.
- Email the Link: Copy the generated link and paste it into your email message. The recipient can then click the link to access and download the file.
Example: Instead of attaching a 500 MB video, you upload it to Google Drive, generate a link, and send that link via email. Your recipient clicks the link and streams or downloads the video directly from Drive.
Utilizing Dedicated File Transfer Tools
For quick, one-off transfers of very large files without the need for a permanent cloud storage solution, dedicated file transfer tools are an excellent choice. These services specialize in sending large files and often offer a simple, user-friendly interface.
WeTransfer
WeTransfer is a well-known file transfer tool that allows you to send large files directly to email addresses or generate a download link.
- Visit the Website: Go to WeTransfer.com.
- Add Files: Click the "+" icon to add your files. You can typically send up to 2 GB for free.
- Enter Details: Input the recipient's email address, your email address, and an optional message.
- Send: Choose to "Send email transfer" or "Get a link" depending on your preference. If you select "Send email transfer," WeTransfer handles the notification to the recipient.
Example: You need to send a 1.5 GB presentation to a client. Instead of uploading it to cloud storage, you use WeTransfer to send it directly to their email, and they receive a download link that's valid for a set period.
Exploring Online Collaboration Platforms
Online collaboration platforms are designed not just for sharing but also for working together on files. While their primary function isn't just file transfer, many offer robust features for sharing large documents, design files, and video assets, often with integrated review and feedback tools.
Filestage
Platforms like Filestage are built for creative teams to share, review, and approve files efficiently. While you might not "email" the file in the traditional sense, you email an invitation to access and collaborate on the file within the platform.
- Upload to Platform: Upload your large creative asset (e.g., a high-resolution image, video, or PDF) to the collaboration platform.
- Invite Collaborators: Use the platform's tools to invite recipients via their email address to review the file.
- Review and Feedback: Recipients can then access the file directly within the platform, add comments, and approve changes, making it ideal for large, iterative projects.
Example: A marketing team needs to review a 3 GB video ad. Instead of compressing and emailing it, they upload it to an online collaboration platform, invite stakeholders, who can then view the full-resolution video and add time-stamped comments directly.
Compressing Files for Smaller Attachments
Before resorting to external services, consider compressing your files. File compression reduces the size of one or more files, making them more manageable for email attachments, especially if they are just slightly over the limit.
7-Zip
Tools like 7-Zip are powerful, open-source file archivers that can significantly reduce file sizes.
- Install a Compression Tool: Download and install a file compression utility like 7-Zip.
- Select Files: Right-click the large file or folder you want to compress.
- Compress: Select "7-Zip" (or your compression tool) from the context menu and choose "Add to archive..."
- Choose Format and Level: Select a compression format (like
ZIPor7z) and a compression level. A higher compression level will take longer but result in a smaller file. - Attach to Email: Once compressed, the new, smaller archive file (e.g.,
filename.ziporfilename.7z) can often be attached directly to your email.
Example: You have a 30 MB document that's just over your email provider's 25 MB limit. You compress it into a ZIP file, reducing its size to 22 MB, allowing you to attach it directly to your email.
Choosing the Right Method: A Quick Guide
| Method | Best For | Pros | Cons |
|---|---|---|---|
| Cloud Storage (Google Drive) | Frequent sharing, ongoing projects, integration with other services | High storage limits, long-term availability, good for collaboration, version control, integrated sharing | Requires recipient to have an account (sometimes), potential learning curve for new users |
| File Transfer Tools (WeTransfer) | One-time large file transfers, quick sharing | Simple to use, no account often needed for sender or receiver, very high limits for free tiers | Files expire after a set period, less control over files once sent, fewer collaboration features |
| Collaboration Platforms (Filestage) | Team projects, review cycles, detailed feedback | Centralized feedback, version control, organized workflows, purpose-built for specific file types | Higher cost, requires recipient to join the platform, more complex for simple transfers |
| File Compression (7-Zip) | Files slightly over email limits, bundling multiple files | Direct email attachment (if sufficiently reduced), no external service needed for recipient | Limited by maximum email attachment size, requires recipient to decompress, less effective for some file types |
By understanding these various options, you can effectively email large files, ensuring your recipients receive the content they need without encountering attachment errors.
