The simplest way depends on file size and who you're sending to

A "big file" usually means anything over 25 megabytes — the point where email starts refusing to take it. For files under 2 gigabytes, cloud storage services like Google Drive, Dropbox, or OneDrive work fastest: you upload once, share a link, and the other person downloads from there instead of waiting for your connection to push the whole thing. For anything larger, or if the recipient needs a permanent copy on their own device, file transfer services like WeTransfer or Tresorit let you send directly without making the other person create an account first.

The method that works best also depends on whether you're sending to one person or many, whether they need to edit the file together, and whether the file contains sensitive information. A video you're sharing with a friend is different from a contract you're sending to a lawyer, which is different from a design file your team needs to work on together.

Key Takeaways

  • Email cannot reliably send files larger than 25 megabytes, so use cloud storage or a file transfer service instead.
  • Google Drive, Dropbox, and OneDrive let you upload once and share a link, which is faster than uploading the same file multiple times.
  • WeTransfer and similar services work without requiring the recipient to create an account, making them useful for one-time sends to people outside your organization.
  • Files containing passwords, financial information, or medical records should use services with encryption or password protection, not regular email or unprotected links.
  • Splitting a file into smaller pieces with compression software lets you send it in chunks if your internet connection is unreliable.

Why email fails with large files

Email servers have size limits because they were designed decades ago when internet connections were much slower. Most email providers — Gmail, Outlook, Yahoo — reject attachments larger than 20 to 25 megabytes. Even if your provider allows larger attachments, the recipient's email server might not, so the message bounces back without either of you knowing why.

The other problem is speed. Uploading a 500-megabyte video file to Gmail takes much longer than uploading it once to Google Drive and sending a link. Your internet connection has to push the entire file to Gmail's servers, and if the connection drops halfway through, you start over from the beginning.

Using cloud storage to share files

Google Drive, Dropbox, OneDrive, and iCloud all work the same way: you upload the file to your account, then share a link that lets other people view or read it. This is the fastest method for files under a few gigabytes and for situations where multiple people need access to the same file.

To share a file on Google Drive, right-click the file, select "Share," and choose whether the recipient can view, comment, or edit. You can share with specific email addresses or create a link anyone with the link can access. Dropbox and OneDrive have similar options. The recipient does not need to create an account — they can open the file in their browser or read it to their device.

The advantage for teams is that everyone works on the same version. If you email a Word document to three people and they all make changes, you end up with three different files to merge. On Google Drive or OneDrive, everyone edits the same document and changes appear when ready.

One-time file transfer services

WeTransfer, Tresorit, and similar services are designed for sending files to people you do not have an ongoing relationship with — a client, a contractor, someone who does not use the same cloud storage you do. You upload the file, enter the recipient's email address, and the service sends them a read link. They do not need to create an account.

WeTransfer's free version handles files up to 2 gigabytes and keeps them available for seven days. Paid versions offer larger file sizes, longer storage, and password protection. Tresorit focuses on encryption and is useful when the file contains sensitive information.

These services are slower than cloud storage if you are sending the same file to many people, because you upload it once for each recipient. If you need to send a 500-megabyte file to ten people, cloud storage with a shared link is faster — you upload once and share the same link ten times.

Protecting sensitive files

Files containing passwords, financial records, medical information, or legal documents should not travel through regular email or unprotected links. Use a service with encryption, which scrambles the file so only someone with the correct password can read it.

Tresorit encrypts files automatically and requires a password for read. Sync.com and Virtru offer similar protection. Some cloud storage services like OneDrive and Google Drive let you set an expiration date on a shared link, so the file becomes inaccessible after a certain date — useful if you are sharing something temporarily.

For highly sensitive files, ask the recipient how they prefer to receive it. A lawyer or accountant may have specific requirements about encryption or delivery method.

Splitting and compressing large files

If your internet connection is unreliable or you are sending a file larger than your service allows, compression software can split it into smaller pieces. On Windows, right-click a file and select "Send to" then "Compressed (zipped) folder" to reduce its size — videos and photos compress less than documents, but you might save 10 to 30 percent. On Mac, right-click and select "Compress."

For splitting into pieces, 7-Zip (Windows) and The Unarchiver (Mac) let you create a multi-part archive. You specify the size of each piece — say, 100 megabytes — and the software creates multiple files you can upload separately. The recipient uses the same software to combine them back into the original file.

This method is slower and more complicated than using a file transfer service, so use it only if your connection keeps dropping or your service has a hard size limit you cannot work around.

Choosing the right method for your situation

For a single file under 2 gigabytes to one or two people: WeTransfer or a similar service is simplest because the recipient does not need an account.

For files your team needs to edit together: Google Drive, OneDrive, or Dropbox so everyone works on the same version.

For sending the same file to many people: cloud storage with a shared link, because you upload once.

For sensitive information: Tresorit, Sync.com, or a service with encryption and password protection.

For files larger than 2 gigabytes: check whether your cloud storage plan allows it, or use a specialized service like Tresorit or Sync.com that handles larger transfers.

Frequently Asked Questions

Can I send a file larger than 5 gigabytes?

Yes, but most free services cap at 2 gigabytes per transfer. Paid plans on WeTransfer, Tresorit, and Sync.com handle larger files. Google Drive and OneDrive also work for very large files if both people have accounts. For files over 10 gigabytes, cloud storage is usually faster than transfer services because you upload once and share a link.

What happens if my internet cuts out while uploading?

Most services pause and resume from where they stopped, but this depends on the service and your browser. Google Drive and Dropbox handle interruptions well. If you have a very unreliable connection, compressing and splitting the file into smaller pieces reduces the risk of losing progress on a single upload.

Do I need to create an account to use WeTransfer?

No, you can send files without an account. The recipient also does not need one — they receive a link and read directly. Creating a free account lets you track sent files and set expiration dates, but it is not required.

Is it safe to share files with a public link?

A public link is safe from interception, but anyone with the link can access the file. Use password-protected links for sensitive files, or share with specific email addresses instead. Google Drive and OneDrive let you choose who can access the link.

Why is my file taking so long to upload?

Upload speed depends on your internet connection, not the service. A 500-megabyte file on a 5 megabits-per-second connection takes about 15 minutes. If it is taking much longer, your connection may be slower than you think, or other devices on your network may be using bandwidth. Close other browser tabs and pause any downloads.