Sending large files via email attachments can often be a challenging task. Many email services impose strict size limits on attachments, typically ranging from 20 MB to 25 MB. As such, anyone who has ever attempted to share high-resolution images, lengthy documents, or multimedia files understands the frustration that comes with this limitation. However, many options facilitate the sharing of large files without the hindrance of size restrictions. This article explores six effective ways to send large files as email attachments, ensuring that your significant documents reach their intended destination without undue complication.
1. Utilize Cloud Storage Services
One of the most popular ways to send large files via email is to utilize cloud storage services. Platforms like Google Drive, Dropbox, Microsoft OneDrive, and Box allow users to store files online and share links with recipients. Here’s a step-by-step guide on how to use cloud storage services for emailing large files:
Step 1: Upload Your File
First, sign into your chosen cloud storage platform and upload the file you want to share. Most services are straightforward, with drag-and-drop functionality or a clearly marked upload button.
Step 2: Generate a Share Link
Once your file has successfully uploaded, select it and locate the sharing options. Typically, you’ll have the option to set link permissions, ensuring the recipient has access to your file without needing to create an account. Click on “Get Link” or “Share Link,” depending on the platform you are using.
Step 3: Email the Link
Compose an email to the recipient and paste the generated link into the body of the email. Be mindful of including instructions on how to access the file, especially if it’s not something your recipient uses regularly.
Using cloud storage services not only circumvents the file size issue but also enables easy collaboration. Multiple users can access and edit files simultaneously, making these services invaluable for team projects and shared documents.
2. Compress Files before Sending
Another straightforward method for sending large files is by compressing them into a smaller format. Compression reduces file size without significantly affecting quality. Several file formats are common for compressed files, including ZIP and RAR. Here’s how to compress files:
Step 1: Choose Compression Software
There are many options for file compression software, both free and paid. Popular programs include WinRAR, 7-Zip, and the built-in compression tools found in Windows and macOS.
Step 2: Compress the File(s)
Select the file(s) you want to compress, right-click, and choose the “Compress” or “Send to ZIP” option from the context menu. If you’re using dedicated software, follow the program prompts to complete the compression.
Step 3: Send the Compressed File
Attach the newly created compressed file to your email. This method may not reduce the file size dramatically, especially for already compressed formats like JPEG images or MP3s, but it might be sufficient enough to meet your email provider’s requirements.
3. Use File Transfer Services
File transfer services specialize in sending large files over the internet, eliminating common email size limitations. Websites like WeTransfer, Send Anywhere, and TransferNow allow users to send files up to several gigabytes in size. Here’s how to use these platforms:
Step 1: Visit the File Transfer Service
Navigate to the website of your preferred file transfer service. Most of them offer a simple and user-friendly interface.
Step 2: Upload Your File
Click on the upload button, select the file(s) you wish to send, and initiate the upload process. Many services provide a progress indicator so you can track how long the upload will take.
Step 3: Provide Recipient’s Email Address
After the upload is complete, you will typically be prompted to enter the recipient’s email address, along with your email address. Some services may also allow you to add a message.
Step 4: Send the File
Once you complete these steps, click the send button. The recipient will receive an email with a download link that will remain active for a specific period (usually 7 days).
This method is perfect for quickly sending large files without the need for recipient accounts or registrations.
4. Break the File into Smaller Pieces
If even after compression, your file remains too large for email, you can consider splitting it into smaller parts. By dividing a large file into manageable sizes, you can send each piece separately. Here’s an easy way to accomplish this:
Step 1: Use File Splitting Software
Download and install file-splitting software such as HJSplit or GSplit. These programs allow you to divide files into parts of a specified size.
Step 2: Select the File and Set Size Parameters
Open the file splitting software, choose the large file you want to split, and set the size for each split file. For instance, if the file exceeds a 25 MB size, you might split it into sections of 20 MB.
Step 3: Send Parts as Email Attachments
Complete the splitting process, which will generate multiple smaller files. You can then attach these files to separate emails and send them to your recipient. Make sure to inform them about how to combine the files after they have received them, as this can involve using the same software you used to split them.
This approach, while a bit time-consuming, ensures that you can transfer large files without exceeding standard email limits.
5. Use Email Services Designed for Large Files
Some email service providers cater specifically to the challenge of sending larger files. For instance, services like MailBigFile or JumboMail enable users to bypass traditional attachment limits. These specialized services work by uploading your files to their platforms while sending a link to the recipient. Here’s how to use them:
Step 1: Choose the Service
Select a file transfer service that focuses on email functionality. Services like MailBigFile and JumboMail are user-friendly and require no technical expertise.
Step 2: Upload Your File
Follow the on-screen instructions to upload the file(s) you wish to send. Most of these services have drag-and-drop functionality to simplify the process.
Step 3: Enter Recipient Information
After the file upload is complete, you will be prompted to enter the recipient’s email address, along with your own email. These services may also allow you to add a personal message for the recipient.
Step 4: Send the File
Upon completing the necessary fields, click send. Your recipient will receive an email containing a link that directs them to download the file from the service’s server.
Using email services designed for large files frequently provides the simplest solution, especially if you plan to send large files frequently.
6. Use Secure File Transfer Protocols
For businesses or users who prioritize security alongside file size, using secure file transfer protocols (SFTP) or file transfer protocol secure (FTPS) can be a great option. These protocols provide an encrypted method of sending files over the internet, making them ideal for sensitive information. Here’s a brief overview:
Step 1: Set Up an SFTP or FTPS Server
If you’re using this for professional purposes, you may need to set up an SFTP or FTPS server. Alternatively, numerous services exist that allow secure file transfers, such as FileZilla or Cyberduck.
Step 2: Upload Your File
Access your server and upload the file securely. Depending on your server configuration and the software you use, you may have various options for file management.
Step 3: Send Access Credentials to the Recipient
Create a temporary access link or provide the recipient with login credentials to access the server and download the file securely. It’s important to explain to the recipient how to use the credentials to retrieve the file.
Step 4: Inform the Recipient
Communicate clearly with the recipient about how to access and download the file. Providing straightforward instructions will ensure a seamless transfer and will help even those who may not be tech-savvy.
Conclusion
Sending large files via email attachments doesn’t have to be a headache. With the right strategy, tools, and resources, anyone can share significant documents efficiently and effectively. Whether you choose to utilize a cloud storage service, compress files, employ file transfer services, split files, or use specialized email services, you have multiple viable options at your disposal.
The key is to assess the nature of the file, the urgency of the transfer, and the recipient’s ability to access the tools you provide. With the methods outlined in this article, you’ll not only send large files with ease but also enhance your overall productivity in communication. Embracing these processes can significantly reduce frustrations with file sharing and ensure that your important documents arrive safely and promptly.