What's the best way to send large files for business communications?

1 Email attachments

The most obvious way to send large files is to attach them to your email messages. However, this method has some limitations and drawbacks. First, most email providers have a maximum file size limit, which can range from 10 MB to 25 MB, depending on the service. If your file exceeds this limit, you will not be able to send it or your email will bounce back. Second, sending large attachments can slow down your email delivery and take up valuable storage space in your inbox and your recipients' inboxes. Third, large attachments can pose security risks, as they can be intercepted, corrupted, or infected by malware.

2 Cloud storage services

Another way to send large files is to use a cloud storage service, such as Google Drive, Dropbox, or OneDrive. These services allow you to upload your files to a secure online platform, and then generate a link that you can share with your recipients via email or other channels. The advantages of this method are that you can bypass the email file size limit, save storage space in your inbox, and access your files from any device. Additionally, some cloud storage services offer features such as password protection, expiration dates, and access permissions, which can enhance the security and control of your files.

4 Compression software

A fourth alternative to send large files is to use compression software, such as WinZip, 7-Zip, or PeaZip. These software allow you to reduce the size of your files by applying algorithms that remove unnecessary data and create smaller versions of your files. You can then attach the compressed files to your email messages or upload them to a cloud storage service or a file transfer tool. The advantages of this method are that you can save bandwidth and storage space, and speed up your file transfer. However, some compression software may not be compatible with all file types or operating systems, and they may affect the quality and functionality of your files.

5 How to choose the best method

When sending large files for business communications, there are pros and cons to each method. The best method for you depends on the size, type, and number of your files, the frequency and urgency of your file transfer, the availability and preference of your recipients, and the security and quality requirements of your files. To choose the best method, ask yourself questions such as: How large are your files? What kind of files are you sending? How many files and recipients do you have? How often and how fast do you need to send your files? If your files are smaller than the email file size limit, you can use email attachments. If they are larger, you can use cloud storage services, file transfer tools, or compression software. If they are text, image, or audio files, any method will work; however, if they are video, executable, or confidential files then cloud storage services or file transfer tools that offer more security and quality options may be better. If you have a few files and recipients then email attachments or file transfer tools will do; if you have many files and recipients then cloud storage services or compression software may be more efficient. If you need to send your files occasionally and without urgency then email attachments or cloud storage services can work; if you need to send your files frequently and quickly then file transfer tools or compression software that enable you to send your files in a few clicks may be better.

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?