How to send large files: the best methods for businesses
To send large files, the most practical method is to upload them to a cloud and send the recipient a link instead of attaching them to an email. Most mailboxes limit attachments to a few dozen megabytes, whereas with a link the size depends on the service you use.
Why email is not enough
Heavy attachments are often rejected by the recipient’s server, fill up mailboxes and end up scattered in many copies. The limit varies from one provider to another and you do not always know the recipient’s: the message can bounce back just when you are in a hurry.
The main methods
A link from a cloud
You upload the file and send the address. The recipient downloads it whenever you allow, and you can add a password and an expiry date. It is the best method for everyday work.
A temporary transfer service
You upload the file and the service keeps it online for a few days. It is handy for a one-off transfer, but it usually offers no control over access and the file does not stay in the company archive. Before using it for work documents, check where the data ends up.
A shared folder
If the exchange is ongoing, share a whole folder. Everyone works on the same files and you do not have to send them again after every change.
Compression
A ZIP archive helps gather many files into one, but it barely reduces the size of videos, photos and PDFs that are already compressed. It is mainly useful for keeping documents together.
How to choose
| Situation | Suitable method |
|---|---|
| One heavy file to send to a customer | Link with password and expiry date |
| Many files on the same project | Shared folder |
| Many documents to send together | ZIP archive and link |
| You need to receive documents from a client | Link with an upload request |
What to check before sending
- The per-file limit of the service you use.
- The available space, yours and the company’s.
- The connection: if it drops, can the upload resume or do you have to start over?
- Who can open the link and for how long.
- The file name: whoever receives it should understand at once what it is.
The most common mistakes
- Using personal accounts for work files: the documents stay outside the company’s control.
- Splitting a file across many emails: putting it back together is awkward and pieces get lost.
- Leaving the link open forever: remove access when it is no longer needed.
- Sending different versions: if the file changes, update the shared one instead of sending a new one.
Sending large files with Files
With Files the limit per file depends on how your company is configured: it is normally 5 GB. If a file exceeds it, Files tells you before the upload starts. People uploading through an external link have a limit of 100 MB per file. Large files are uploaded in chunks and, if the connection drops, the upload resumes from where it stopped.
Once uploaded, the file can be shared with a link with password and expiry date. If you are instead choosing how to organise document exchange, read how to share files with customers.
Alex