If you’ve ever tried to send a large file by email, then you’ll know the frustration. You spend hours getting your document or image just right, only to fall short at the final hurdle. You keep hitting send, hoping it was a mistake, and then spend another hour trying to compress the file without compromising on quality or accessibility. You hit send again……it’s still too big!
However, it doesn’t have to be this way, and there are plenty of ways you can share files safely using your email. So, to help you avoid the frustration of compressing and compressing again, here we explore why you’re having trouble with those docs and how to send large files via email. Read on to learn more.
Why Email Servers Don’t Scale for Large Attachments
The issues with email and large files are ultimately down to your email server, and since email is something of a legacy technology that is, in fact, older than the Internet, it was really only ever made for sending text. Of course, it has evolved over the years, and you can now add small attachments to your text, but the technology behind it remains largely the same—meaning those large files are never going to get sent with email alone.
Ultimately, the reasons for this can be boiled down as follows:
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Message Size Limits
Most email servers have a maximum size limit for messages. This limit can vary, but it’s typically in the range of 10-25 megabytes (MB). Sending files larger than this limit can result in the email being rejected or not delivered.
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Network Congestion
Transmitting large files can strain the network resources of both the sender and recipient’s email servers. This can slow down the overall email system and potentially lead to delays in email delivery.
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Storage Constraints
Email servers allocate a finite amount of storage space for each user’s inbox. Large attachments can quickly fill up this space, potentially causing email delivery issues or prompting users to delete messages prematurely.
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Processing Overheads
Handling large attachments requires additional processing power and memory on the email server. This can impact the server’s performance and may lead to slower email processing times.
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Security Concerns
Large files can potentially contain malware or viruses. Email servers often implement strict security measures to scan and filter attachments for malicious content. Processing large files can be resource-intensive for these security checks.
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Backups and Redundancy
Email servers regularly back up data for disaster recovery purposes. Storing large attachments in these backups can significantly increase storage requirements and the time needed for backups and restores.
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Recipient Server Limitations
Even if the sender’s email server can handle large attachments, there’s no guarantee that the recipient’s server will have the same capability. This is particularly true for those using free webmail; the recipient’s server may have stricter size limits than yours.
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User Experience
Downloading large attachments can be frustrating for recipients, especially if they have limited bandwidth or are accessing their email on mobile devices. This can lead to a poor user experience.
11 Ways to Send Large Files via Email (Key Features and Pricing)
So, onto the stuff you’re here for, namely, our top 11 ways to get those large files where they need to be. Read on to see how you can seamlessly share large files with anyone at any time.
1. Use Spike Notes
Spike Notes is a part of Spike Teamspace and the standard Spike app, giving you access to powerful online document sharing and collaboration. It allows you to send large files directly from your inbox, with real-time editing and updates, meaning you can easily go back and forth between team members, clients, and partners. Additionally, as a versatile note and document editing app, you can include all kinds of content, from images and videos to charts, graphs, and tables, making it a versatile tool for teams, both large and small.
Pricing
Spike Teamspace starts at $6 per user per month, while a Personal plan costs $5 per user. Both options have a Business plan for limitless features at $9 and $10 per month per user, respectively.
Key Features
- Syncs automatically to the cloud
- Integrated with Spike’s team chat
Pros
- Easy to use on Mobile
- Easy to share
Cons
- Limited storage options on free accounts
2. Upload to Google Drive
Google Drive is a cloud-based storage solution that allows you to upload and store large files. It integrates seamlessly with Gmail, as well as plenty of other email inboxes, enabling you to insert files directly into your emails. Google Drive also offers real-time collaboration on documents, spreadsheets, and presentations.
Pricing
Google Drive is free to use with a limit of 15GB storage across G Drive, Gmail, and Google Photos. Upgrading to the Google One plan will get you 100GB, 200GB, and 2TB of storage, depending on your needs. These cost $1.99, $2.99, and $9.99 respectively.
Key Features
- Tightly integrated into Google Workspace
- File System support
Pros
- 15GB for free
Cons
- Some people are hesitant to use Google services for file storage for privacy reasons
3. Share via Dropbox
Dropbox is a widely used cloud storage service known for its user-friendly interface. It allows you to upload and share large files easily. It also offers advanced sharing options, team collaboration features, and the ability to create shared folders.
Pricing
With Free plans limited to 2GB, businesses using DropBox will often opt for the Business and Business Plus plans with 9TB and 15TB of storage at $16 and $20 per user per month. Personal users can also upgrade their plans, with the Plus and Essentials packages offering 2TB and 3TB and costing a flat $9.99 and $18 per month, respectively.
Key Features
- Deep file system integrations
- Easy to share via email
Pros
- Well established brand
- Windows and macOS Right-click integrations
Cons
- Paid plans are very expensive
4. Upload to Box
A secure cloud storage platform with robust file sharing capabilities, Box emphasizes enterprise-level security and compliance features, making it a good choice for businesses. Box also integrates with various business applications, enabling seamless workflow integration.
Pricing
Free plans include 10GB of storage, with the packages then priced at $5, $15, $25, $35 per month, per user.
Key Features
- Robust logging for enterprise usage
- Deep file system integration
Pros
- The file-sharing solution that Apple uses internally
Cons
- Difficult to roll out for large enterprises
5. Share for Free with WeTransfer
WeTransfer is a straightforward file-sharing service that doesn’t require an account to use. It’s designed for quick and easy sharing of large files. WeTransfer allows you to send files up to a specified limit (usually a few gigabytes) without any hassle.
Pricing
Free plans include 2GB of storage, with the Pro plan offering 200GB of storage for $12 per user per month.
Key Features
- Web-based solution for cross-platform use
Pros
- Robust automatic sharing solution for large files
Cons
- Not as established as a brand for long-term usage
6. Transfer Using Transmit FTP
Transmit is a file transfer client that supports various protocols including FTP, SFTP, FTPS, and more. It’s suitable for users who are comfortable with these protocols. Transmit provides a secure and efficient way to send large files via FTP.
Pricing
Transmit FTP is available for a one-time payment of $45.
Key Features
- Works with more than just Amazon S3
- Works with multiple cloud platforms
Pros
- The top-rated FTP and SFTP app for Mac
- Cross-device keychain sync
Cons
- Difficult to use for new users
7. Use Amazon S3 Storage Services
