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How can you send an email attachment that is too large?

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Have you ever tried to send an email attachment that is too large for your email service to handle? If so, you know how frustrating it can be to get an error message or a bounced email. Fortunately, there are some ways to overcome this challenge and share your large files with your recipients. In this article, we will explain why email attachments have size limits, and how you can use different methods to send an email attachment that is too large.

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Cayce Whitcomb

DNA Core System Admin

1 Why email attachments have size limits

Email attachments are files that you attach to your email message, such as documents, images, videos, or audio files. However, email services have limits on how much data they can transmit and store. These limits vary depending on the email provider, but they are usually between 10 MB and 25 MB per message. If you try to send an attachment that exceeds this limit, your email service may reject it, compress it, or split it into multiple messages. This can cause problems for you and your recipients, such as loss of quality, security risks, or confusion.

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Cayce Whitcomb

DNA Core System Admin
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When trying to send large files, particularly when they need to stay together, I typically put everything into a single folder and zip it. For instance, Outlook allows up to 25Mb - but if the attachment exceeds that, I use a secure email, like Box, for large file transfers. This keeps everything together and keeps it secure.

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2 How to check the size of your email attachment

Before sending an email attachment, it is a good idea to check its size to avoid unnecessary errors and delays. To check the size of your attachment on Windows, right-click the file and select Properties, which will show the size in the General tab. On Mac, select the file and press Command + I; the size will be shown in the Info window. Your email service may also have an indicator that shows the size of your attachment; for example, Gmail shows a progress bar and a number next to the attachment icon.

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Cayce Whitcomb

DNA Core System Admin
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You can also write click on the item before attaching it, and select properties. When the pop up appears, review the “size on desk“ to make sure it falls within the limits.

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3 How to compress your email attachment

Reducing the size of your email attachment can be done simply by compressing it. Compressing a file reduces the amount of data it contains using a special algorithm, making it smaller and easier to send. However, compressing the file may also affect its quality and format, especially for media files. To compress your attachment, you can use a built-in compression tool on your computer, such as Windows' "Send to > Compressed (zipped) folder" or Mac's "File > Compress". Third-party compression software or online services, like 7-Zip, WinZip, or Online File Compressor, may offer more options and features. If you have a specific file type, you can use a specific compression tool for it; for example HandBrake for videos, ImageOptim for images, or PDF Compressor for PDFs. These tools may optimize your file for the best quality and size.

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4 How to use a cloud storage service

Sending an email attachment that is too large can be done by utilizing a cloud storage service. This type of platform allows you to upload, store, and share files on the internet. Instead of attaching the file to your email, you can upload it to the cloud storage and send a link to your recipient. This way, you can bypass the email attachment size limit and let your recipient access your file from any device. To use a cloud storage service, you can choose from several methods. For example, if you use Gmail, you can use Google Drive to upload and share files. You can also use Dropbox, Box, or Mega which require an account and offer a certain amount of storage space. Additionally, WeTransfer, Send Anywhere or Filemail are services designed for large files that do not require an account and let you send files up to several GB.

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5 How to use a file transfer protocol

Sending an email attachment that is too large can be done using a file transfer protocol. This protocol is a set of rules that allows you to transfer files between computers over a network, and does not store your files on a server, instead transferring them directly from your computer to the recipient's. This can offer more speed, security, and control over your files, but requires more technical skills and equipment. To use a file transfer protocol, you can use FTP (File Transfer Protocol), SFTP (Secure File Transfer Protocol), or P2P (Peer-to-Peer) file sharing. FTP is the most common and basic file transfer protocol, requiring an FTP client software on your computer and an FTP server software on the recipient's. SFTP is a more secure version of FTP, requiring an SFTP client software on your computer and an SFTP server software on the recipient's. P2P file sharing does not require a server, instead connecting your computer directly to the recipient's computer with the same P2P software. While P2P can offer faster and more efficient transfers, it can also expose your files to other users on the network.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you send an email attachment that is too large?

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3

4

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6

1 Why email attachments have size limits

2 How to check the size of your email attachment

3 How to compress your email attachment

4 How to use a cloud storage service

5 How to use a file transfer protocol

6 Here’s what else to consider

Communication

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How can you send an email attachment that is too large?

1

2

3

4

5

6

1 Why email attachments have size limits

2 How to check the size of your email attachment

3 How to compress your email attachment

4 How to use a cloud storage service

5 How to use a file transfer protocol

6 Here’s what else to consider

Communication

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