Best practices

A Handy Guide to Sending Large Files Via Email – 4 Easy Methods You Can Try 

Aleksandra Duło, 1 July 2024


Sending large files online can sometimes feel like maneuvering through a maze with unexpected twists and turns. The frustration of hitting attachment size limits or dealing with slow uploads can be all too real.

However, fear not; there are efficient ways to tackle this challenge and ensure your files reach their destination smoothly.

In this handy guide, we will teach you certain methods you can try to share large files online via email.

Best Ways to Send Large Files Via Email

Method 1: Compress large files into smaller zip files using tools like WinZip, macOS Archive Utility, 7-Zip, or WinRAR to meet email size limits and speed up downloads for the recipient.

Method 2: Use cloud services like Google Drive, OneDrive, or Dropbox to share large files by uploading them to the cloud and sending a secure download link to the recipient via email.

Method 3: Send large files via file transfer services like WeTransfer or SendAnywhere by uploading the file, entering the recipient’s email address, and sending them a download link.

Method 4: Divide large files into smaller chunks and send them as separate emails to bypass email attachment size limits, helping you and the recipient manage files more efficiently.

Why Is It Difficult to Send Large Files via Email?

Well, the answer to this is quite simple. Many email services have a file size limit for attachments, typically ranging from 10MB to 25MB per email.

You must be aware of these restrictions to ensure your files are successfully delivered to the recipient.

Here is a list of email file size limits of various popular email services

  • Gmail: 25MB 
  • Outlook: 20MB
  • Yahoo Mail: 25MB
  • AOL Mail: 25MB
  • iCloud Mail: 20MB

Consequences of Exceeding Limits

Attempting to send files larger than the permitted attachment size can have several consequences, such as:

  • The email may not be delivered, resulting in bounce-back messages.
  • Even if your file meets the size limit of your email service, your recipient may not receive it if their email’s file size limit is lower (e.g., Gmail senders must meet Outlook’s 20MB file size limit when emailing Outlook users)
  • Large files can strain server resources and affect overall email performance for both the sender and the recipient.

If you encounter a file size that exceeds the email attachment limit, fret not. There are various solutions that you can try to bypass the attachment size limit and securely deliver your large files.

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Method 1: Compressing Large Files into Smaller Zip Files

If you want to send a large file without facing size limitations, compression is the way to go. Compressing big files into a smaller zip file will allow you to meet your email’s limits.

Built-in tools like WinZip, macOS Archive Utility, or third-party software such as 7-Zip or WinRAR can help you reduce the file size significantly.

Simply right-click on the folder or file you want to compress. Select ‘Send to’ or ‘Compress,’ and choose the desired format (ZIP, RAR, etc.).


Your file may then look like this in your folders. Simply attach this to your email and send it to your recipient’s email addresses.

Compressing larger files not only makes them easier to send but also speeds up the download process for the recipient. So, remember to compress your files before attaching them to your emails for a smoother experience.

Method 2: Using Cloud Services like Google Drive and Dropbox to Share Large Files Online

Perhaps the simplest way to send large files is by using cloud services like Google Drive and Dropbox.

Usually, you just need to send a link to your recipient, and this link directs you to the file.

Google Drive

One popular way to share large files through email is to use Google Drive. When you try to upload large files to your email, Gmail will show you this prompt:


Clicking “Ok, got it” will automatically upload your large files to your Google Drive, and you can swiftly send your mail to your intended recipient.

However, if you already have your file uploaded to your Google Drive, you can follow these simple instructions:

  1. Open your Google Drive and click the 3 dots in the far right corner.
  2. A menu would pop up. Click the “Share” button, and then click the “Copy Link” option that shows up. You can also simply click “Share” and add your recipient’s email to give them access to the file.
  3. Make sure to check the General Access and see who can open the link you wrote. You can also set what they can do to the file (whether as “Viewer”, “Commenter”, and “Editor”)
  4. Share your link to the file via email. Your recipient can then download the file directly from Google Drive without any hassle.


With Google Drive, you can easily upload files to the cloud storage and share them with others by generating a secure download link. This way, you won’t have to worry about file size limits or clogging up email servers.


OneDrive allows you to easily transfer large files without worrying about email attachment limits. Simply upload the file to your OneDrive account and share it with the intended recipients.

This method allows you to share large files efficiently, providing a convenient alternative to relying solely on your email provider.

Here’s some simple instructions on how to use OneDrive:

  1. Open OneDrive and locate your file.
  2. Next to the file, you’ll likely see a “Share” button — click or tap on this. OneDrive will offer several sharing options.
  3. To send via email, select “Email” and enter the recipient’s address. You also have the option to add a message if you wish.
  4. Before sending, check if there are permission settings like “view” or “edit.” Adjust these according to what you want your recipient to do with the file.
  5. Finally, hit the send button. The recipient will receive an email with a link to view or download the file directly from your OneDrive. Remember, since the file is stored in the cloud, you don’t have to worry about email size limits.



Dropbox offers a user-friendly platform where you can easily send files of any size, eliminating the hassle of dealing with email attachment limits.

Here’s how to share your files via Dropbox:

  1. First, you need a Dropbox account. If you don’t have one, visit the Dropbox website and sign up for free. Once your account is set up, you’re ready to start.
  2. Upload the file you want to share. Open your Dropbox folder on your computer or use their website. Drag your file into the Dropbox folder and wait for it to upload completely.
  3. Find your uploaded file in Dropbox. Right-click on it (or tap the three dots if you’re on mobile) and select “Share.”
  4. Dropbox will then offer you to create a link. Click or tap on “Create a link.” Once your link is ready, click “Copy link.” Your recipient can access the file via this link, and it’s time to email it.
  5. Paste the Dropbox link into your email. Add your recipient’s address, compose your message, and send it off.

The recipient just needs to click on the link to access or download the file. They don’t even need a Dropbox account. Just like that, you’ve bypassed those pesky email attachment limits.

With Dropbox, you can streamline your file-sharing process and avoid the frustrations of bounced emails or delayed deliveries due to file size constraints.


Method 3: Send Large Files Via WeTransfer or SendAnywhere

Another innovative solution is to use dedicated file transfer services. Websites like WeTransfer and SendAnywhere offer a platform specifically designed for sending large files.

These services are user-friendly and often free for a certain amount of data. You simply upload your file, enter the recipient’s email address, and let the service handle the rest.

Sending Files via WeTransfer

Let’s dive into how you can do it using WeTransfer for getting those hefty files across the internet.

  1. Start by heading over to the WeTransfer website. It’s user-friendly, so you’ll find your way around easily.
  2. On the homepage, you’ll see an option to add your files. Click on it, and select the files from your device that you need to send.
  3. Type in the email address of the person you’re sending the files to. You’ll also have to enter your own email address. There’s a space for a message, too – use it if you want to add a note for the receiver.
  4. Before you hit send, there are some free options, like email confirmation once the file is downloaded. Choose what suits you. Then click “Transfer”.
  5. Your files will start uploading. Once done, they are sent to the recipient’s email as a download link.


Using SendAnywhere

SendAnywhere takes the game a notch higher with more sending options.

  1. Head to their website or download their app.
  2. To send files, pick “Send” and choose your files. For web users, you’ll get a key or a QR code after uploading. Share these with your receiver so they can download the files.
  3. If using the app, there’s an even cooler option. If the receiver is nearby, just scan the QR code from one device to the other. Boom! The files start transferring.

File transfer services allow you to upload your large video files to their servers and then provide a link for the recipient to download the file directly.

This eliminates the hassle of worrying about file size restrictions and ensures that your videos are delivered securely and promptly.

With file transfer services, you can easily share files of any size without experiencing delays or technical issues commonly associated with emailing large files.


Method 4: Share Large Video Files and Attachments Through Separate Emails

Instead of trying to squeeze everything into one email, consider splitting your large files into smaller chunks.

This method involves dividing your big file into more manageable pieces and sending each piece as a separate email. Doing this can help you skirt around the attachment size limit imposed by most email platforms.

For videos and other large documents, numerous free software tools can help you split these files quickly and efficiently. These tools are user-friendly and often work with just a few clicks. Some of these tools are:

After splitting the files, you can then attach each part to individual emails. Label each email clearly to help the recipient know the order in which to reassemble the pieces.

This approach not only makes it easier for you to send large files but also helps the recipient manage their inbox better.

Instead of being overwhelmed by one massive file that might not even get through, they receive smaller, more manageable pieces. With a bit of organization, sharing large files over email becomes a breeze.

Adopting this practice takes very little effort but can greatly enhance how we share and receive big files via email. It’s all about efficiency and making sure our important files reach their destination without a hitch.

Best Practices in Sending Big Files Via Email

Here are some of the best practices you can follow when sending big files on the internet.

Use Secure File Transfer Methods

When sending sensitive information, opt for secure file transfer services like encrypted email platforms, secure file-sharing websites, or cloud storage services with robust security measures. These methods add layers of protection to your files, reducing the risk of unauthorized access.

Ensure that the service you choose complies with data protection regulations to guarantee the safety of your data during transit.

Verify Recipient’s Email Attachment Limits

To ensure successful delivery of large files via email, start by verifying the recipient’s email attachment limits.

Before sending any large files, it’s crucial to know the maximum file size the recipient’s email provider allows. This information can usually be found on the email provider’s website or by contacting their customer support.

By understanding these limits, you can avoid sending files that exceed their capacity, preventing delivery failures or bounced emails.

Additionally, knowing the recipient’s attachment limits allows you to plan ahead and find alternative methods if needed, such as using cloud storage or file-sharing services.

Taking this proactive step demonstrates thoughtfulness and consideration for the recipient’s email constraints, ensuring a smooth file-sharing experience.

Max Size of Email Attachment and Size Limit: Explained

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Provide Download Instructions for Large Files

When sending large files via email, ensure a smooth experience by including clear and easy-to-follow download instructions, such as:

  • Informing the recipient that they’ll be receiving a large file
  • Direct them on how to access it
  • Provide a direct link or guide them on where to find the download button in your email
  • Simplify the process by outlining any necessary steps, such as clicking a specific link or entering a provided code

It’s essential to anticipate any potential confusion and preemptively address it in your instructions. By offering straightforward guidance, you can increase the likelihood of successful file downloads and create a positive experience for the recipient.

Follow Up and Confirm Receipt

After ensuring that the large file has been successfully sent, promptly follow up with the recipient to confirm its receipt and address any potential concerns.

This step not only ensures that the file was delivered securely but also allows you to provide any additional assistance needed.

A simple email asking if they received the file and if everything is in order can go a long way in demonstrating your commitment to their satisfaction.

In case of any issues, be ready to troubleshoot or resend the file promptly.

If you want to be sure that your email will get delivered issue-free, you should try EmailLabs – a cutting-edge service that will help you resolve any issues with sender reputation or a myriad of other problems that might plague your email campaigns.


You can easily send large files by knowing the attachment limits, looking into other ways to share them, and following the methods we mentioned here.

With this information in mind, you’ll be able to share your files effortlessly and efficiently.

Frequently Asked Questions

How much does zip compression reduce the size of my file?

Zip compression can reduce your file size by 50-80%.

Why is zipping not reducing my file’s size?

Zipping may not reduce the size of your file if the file already uses a compressed format or if it contains a lot of media files that are already compressed.

Is a ZIP file smaller than a PDF?

A ZIP file can be smaller than a PDF, depending on the content and compression levels of each file.

How do I resize a PDF?

You can resize a PDF by using software like Adobe Acrobat, Smallpdf, or online PDF resizers.

What is the easiest way to send large video files via email?

The easiest way to send large video files via email is by uploading the video file to a file-sharing platform and then sending the download link to the recipient in the email message.

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