File size limits are one of the most common frustrations when sending attachments. You’ve finished your presentation, video, or report — only to see the error message: “File too large to send.”
Every email platform has a limit. Gmail caps attachments at 25MB, Outlook’s is around 20–25MB, and Apple Mail, Yahoo, and others sit in a similar range. Yet many of the files we send today — especially videos, slide decks, and media folders — far exceed that.
The good news is there are several ways to send large files via email securely and efficiently. From cloud storage links to file compression, we’ll walk through how to send a large file through email using Gmail, Outlook, and other tools, plus tips to keep your data safe.
How to send large files via Gmail
Gmail automatically integrates with Google Drive, so you can send files up to 10GB through shareable links. Standard attachments, however, are capped at 25MB in total. That means if your file exceeds this limit — or if several attachments together pass 25MB — Gmail will automatically upload them to Drive instead. It’s seamless, secure, and ensures your message always gets through without triggering a “file too large” error.
Here’s how:
Step 1: Open Gmail and click “Compose”
Start a new email as usual by clicking Compose in Gmail.
Step 2: Click the Google Drive icon
At the bottom of the compose window, click the Drive triangle icon.
Step 3: Select your file
Choose a file from your Google Drive or upload a new one directly from your computer. If the file is larger than Gmail’s 25MB attachment limit, you’ll see a prompt offering to upload it to Google Drive instead.
This automatically converts the attachment into a secure Drive link, so you don’t have to restart the upload or resize your file manually. It’s built to handle large transfers without interrupting your workflow.
Step 4: Choose “Add as link”
When you attach the file, select Add as link to generate a clickable link instead of an attachment.
Step 5: Set sharing permissions
Click the link before sending to adjust access. You can select “Anyone with the link” (for open sharing) or “Restricted” (for selected recipients only).
Step 6: Send your email
Your recipient will receive a link that opens the file in Drive. They can view, comment, or edit depending on your chosen permissions.
Note: Gmail’s 25MB attachment limit applies to the total size of all files in one email, not just individual attachments. So if you attach several medium-sized files — for instance, five at 5MB each — Gmail will still block the message for exceeding the limit.
How to send large files via Outlook
Outlook uses OneDrive to handle files that exceed its standard 20–25MB attachment limit. Instead of blocking large attachments, Outlook automatically converts them into OneDrive links, allowing you to share files of up to 250GB without leaving your inbox. This keeps your messages lightweight and ensures recipients can download or collaborate on large files securely, without slowing down your email system.
Here’s how to send a large file through Outlook email:
Step 1: Open Outlook and start a new message
Select New Email (desktop) or New Message (web or mobile).
Step 2: Click Attach File
Choose Browse This PC for local files or Browse Web Locations → OneDrive for cloud-hosted ones.
Step 3: Upload your file to OneDrive
If the file exceeds 25MB, Outlook will automatically prompt you to upload it to OneDrive.
Step 4: Adjust file permissions
Select whether recipients can view only or edit the file.
In corporate settings, Outlook may default to “People in your organization with the link.”
Step 5: Send the message
The email will contain a OneDrive link that gives your recipient direct access to the file.
Tip: The Outlook web version and desktop app handle large file sharing slightly differently, but both sync with OneDrive seamlessly.
Read more: How to attach an email in Outlook
How to compress or split large files before sending
If you’d rather not rely on cloud storage, compression and file splitting are simple, effective ways to reduce size without compromising quality. These methods work across most operating systems and are especially useful when you need to send large files by email quickly or when network policies restrict file-sharing links.
Use ZIP or RAR compression
Compressing your files combines them into one smaller folder, making transfers faster and easier to manage.
- On Windows, right-click your file or folder and select Send to → Compressed (zipped) folder.
- On macOS, right-click and choose Compress to automatically create a ZIP version.
This process can reduce file size by up to 90%, depending on the content type. Text-based documents compress more efficiently than videos or images, but it’s still a useful step for nearly any large file.
Split large files into smaller parts
When compression isn’t enough, tools like 7-Zip, WinRAR, or Keka can split a file into smaller segments. Each segment can then be attached to a separate email or uploaded individually. This approach keeps you within attachment limits while maintaining the integrity of the original file once reassembled.
Convert formats
Some formats are naturally heavier than others. High-resolution images, raw design files, and uncompressed video formats can balloon in size. Converting them to JPEG, MP4, or PDF can reduce megabytes instantly while keeping visual and text quality intact. For example, exporting a PowerPoint presentation as a PDF can reduce file size dramatically without affecting readability.
Using cloud storage links to send large files
Cloud-based sharing is now the standard for professionals. It’s secure, traceable, and designed for teams that exchange large files every day. Instead of worrying about attachment limits or failed uploads, you can upload once, share a link, and stay in control of who accesses the file. Most tools also let you track activity, revoke access, or update files without resending a single email — saving time and keeping version control effortless.
Here’s how to use some of the most popular options.
Google Drive
- Free storage: 15GB
- Max file size: 10GB per email
- How to share: Right-click your file, click Get link, then choose Anyone with the link or Restricted.
- Security note: Drive encrypts files both in transit and at rest.
Microsoft OneDrive
- Free storage: 5GB
- Max file size: 250GB
- How to share: From OneDrive, click Share, set permissions, and copy the link.
- Security note: Files are protected with AES 256-bit encryption.
Dropbox
- Free storage: 2GB
- Max file size: 2TB with Dropbox Transfer
- How to share: Upload your file, click Share → Create link. You can set passwords and expiration dates for added security.
WeTransfer
- Free limit: 2GB (no account required)
- Pro plan: Up to 200GB
- How to share: Go to wetransfer.com, upload your files, enter the recipient’s email, and send.
- Security note: Files are encrypted and automatically deleted after a set period.
Best practices for sending large files via email
Professional file sharing isn’t just about getting the file through — it’s about keeping it secure, clear, and efficient.
Follow these best practices to avoid mistakes and protect sensitive data.
- Double-check access permissions: Before you hit send, confirm whether recipients have the right permissions (view or edit). Nothing slows projects like “request access” emails.
- Avoid sending sensitive data without encryption: For confidential documents, use built-in encryption tools. Both Gmail and Outlook offer this feature.
- Use descriptive filenames: “FinalReport_v3” means little compared to “Q4_2025_Client_Presentation.pdf.” Clear names prevent confusion and version mix-ups.
- Clean up temporary links: If you’re using file-sharing links for one-off transfers, delete or expire them after the project ends. Dropbox and WeTransfer allow this by default.
- Compress large media before upload: Videos, photos, and design files can often be compressed by up to 90% without losing noticeable quality. Use tools like Compress2Go, Adobe Acrobat (for PDFs) or TinyPNG.
- Use organization-approved platforms: In workplace settings, stick to Drive, , or — tools that comply with your company’s data protection policies.
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Sending large files via email FAQs
What is the maximum file size for Gmail attachments?
Gmail allows attachments up to 25MB. Larger files automatically upload to Google Drive, and you can share them as links up to 10GB in size. This system keeps emails lightweight and prevents failed sends. If you’re working with multiple attachments, remember that the 25MB limit applies to the combined total — so even smaller files can quickly add up. Using Drive ensures your message always goes through, no matter the file size.
How do I send a 1GB file through email?
You can’t attach it directly, as most email providers block files over 25MB. Instead, upload your file to a secure storage service like Google Drive, Microsoft OneDrive, or Dropbox, then insert the link into your email. This approach keeps the message light and ensures your recipient can view or download the file without issue. It also allows you to manage access permissions or update the file later without resending the email.
Can I send multiple large files at once?
Yes. The easiest method is to compress them into a single ZIP folder before attaching, or upload everything into a shared cloud folder and send one access link. Cloud storage tools like Google Drive and OneDrive automatically handle large collections of files, maintaining structure and permissions. This keeps your email organized and ensures recipients receive every file in one place, rather than across multiple messages.
Is it safe to use WeTransfer or Dropbox for sensitive data?
Generally yes, as both use encryption and secure transfer protocols. However, always check the security settings before you share — WeTransfer links, for instance, can expire or be set with passwords for extra protection. For highly confidential or business-critical data, use organization-approved storage such as Google Drive, OneDrive, or SharePoint, where permissions and audit trails are managed centrally. This adds an extra layer of accountability and compliance.
What’s the best format for sending videos or photos by email?
Use compressed formats like MP4 for videos and JPEG or HEIC for images. These maintain strong visual quality while keeping file sizes manageable for email. If you’re sharing professional media or design work, consider using cloud storage instead — it preserves resolution, supports previews, and prevents compression artifacts that can appear in email attachments. This ensures your recipients see your work exactly as intended.