How to send large files through email

How to send large files through email

Why email attachment limits exist, what the caps are, and practical ways to send large files by putting a link in the email instead of attaching.

3 min read
By FileCurator Team

Why email has attachment limits

Providers limit attachment size to control storage, scanning, and delivery. Large attachments slow down servers and increase the risk of bounces and failures. So "sending large files through email" usually means working around the limit, not attaching a 2 GB file to the message.

Typical attachment caps

As of 2024–2025, common limits are in the 20–25 MB range per message:

  • Gmail – 25 MB (total for the message, including all attachments).
  • Outlook / Microsoft 365 – Often 20 MB or 25 MB depending on configuration.
  • Yahoo – Around 25 MB.
  • iCloud Mail – Around 20 MB.

A few minutes of phone video, a small ZIP of photos, or a handful of PDFs can exceed that. Once you're over, the message may bounce, fail to send, or be stripped of attachments. So for anything beyond small files, attachment is the wrong method.

The reliable approach: link in the email

Upload the file elsewhere, then put a link in the email. The recipient clicks the link and downloads. No attachment limit, because the file never goes through the mail server.

  1. Upload the file (or folder) to a transfer or cloud service that supports the size you need.
  2. Get a shareable link (often with optional password and expiry).
  3. Send an email with the link and, if you set one, the password or instructions.

The "email" part is just the message; the "sending" happens via the link. This is how most people and businesses send large files in practice.

What to use for the upload

  • Cloud storage – Google Drive, OneDrive, Dropbox, iCloud. Upload, create a share link, paste it in the email. Suited if you already use that storage; check the service’s per-file and per-transfer limits.
  • Transfer / send tools – Services built for one-off sends: you upload, get a link, send it. Often support tens or hundreds of GB per transfer, optional password and expiry. Suited when you don’t want a long-term shared folder.
  • WeTransfer-style services – Same idea: upload, link, send. Limits vary (e.g. 2 GB free, more on paid). Fine for single large files within their cap.

Choose based on file size, how long the link should work, and whether you want password or expiry.

When compression or splitting might help

Compression (ZIP)
Useful only when you’re slightly over the limit (e.g. 30 MB down to 25 MB). Text and some documents compress well; video and many image formats don’t shrink much. Don’t rely on compression for large video or RAW.

Splitting
You can split a large archive into multiple smaller files and attach each in a separate email. Recipient must download all and rejoin. Cumbersome and error-prone; only consider if you have no other option and the recipient can’t use a link.

For most cases, linking is simpler and more reliable than compressing or splitting.

What to say in the email

Keep it short: "I've uploaded the file(s) for you. Download here: [link]. The link expires on [date]." If you set a password: "Password: [password]." That sets expectations and reduces "I can't open it" replies.

Summary

You can’t reliably attach large files through email because providers cap attachments at around 20–25 MB. The practical approach is to upload the file to cloud storage or a transfer service, get a link, and send that link in the email. The recipient downloads via the link. Use compression or splitting only for small overages; for anything big, use a link.