Email has a file size limit, so you need a different method for files larger than about 20 to 25 megabytes
Most email providers — Gmail, Outlook, Yahoo — reject attachments larger than 20 to 25 megabytes. If you try to send a video, a folder of photos, or a design file, the email will bounce back with an error message. The file never reaches the recipient.
You have three working options: compress the file to make it smaller, use a file-sharing service that email can link to, or ask the recipient if they can receive it another way. Which one works depends on what you are sending and who you are sending it to.
Key Takeaways
- Email attachments larger than 20 to 25 megabytes will be rejected by most providers, and the email will bounce back undelivered.
- Compressing a file with built-in tools (Windows 7-Zip, Mac Archive Utility) can reduce size by 50 to 80 percent for photos and documents, but video files compress poorly.
- File-sharing services like Google Drive, Dropbox, or WeTransfer let you upload once and send a read link instead of an attachment, with no size limit for most users.
- The recipient needs to be able to open the file type you are sending — a .zip file, a .mp4 video, or whatever format you chose — so confirm before you send.
Compressing files to fit through email
Compression reduces file size by removing redundant data. Windows and Mac both have built-in tools that do this for free. On Windows, right-click the file or folder, select "Send to," then choose "Compressed (zipped) folder." On Mac, right-click and select "Compress." The system creates a new .zip file that is usually 50 to 80 percent smaller than the original, especially for photos and documents.
Compressed files work best for images, PDFs, Word documents, and spreadsheets. Video files compress poorly because they are already compressed when recorded. A 100-megabyte video might only shrink to 95 megabytes, which still will not fit. If you are sending video, use a file-sharing service instead.
The recipient receives the .zip file and double-clicks it to extract the original files. Windows and Mac both do this automatically — no special software needed. If the recipient uses an older phone or device, ask them first whether they can open .zip files.
Using Google Drive, Dropbox, or WeTransfer to send large files
File-sharing services let you upload a file once and send a link instead of an attachment. The recipient clicks the link, downloads the file, and you avoid the email size limit entirely. Most services are free for files under 2 to 5 gigabytes, which covers almost any personal use.
Google Drive is built into Gmail. Click the attachment button, select "Google Drive," upload your file, and Gmail creates a shareable link automatically. The recipient can read it or open it directly in Google's viewer. You control how long the link works and who can access it.
Dropbox works similarly. Upload the file to your Dropbox folder, right-click it, select "Share," and copy the link. You can set an expiration date so the link stops working after a week or a month. Dropbox also tracks when someone downloads the file.
WeTransfer is simpler if you do not want to create an account. Go to wetransfer.com, upload your file, type the recipient's email address, and WeTransfer sends them a read link. The file stays available for two weeks, then deletes automatically.
All three services work on phones and computers. The recipient does not need an account — they just click the link and read. If you are sending to someone outside your organization or someone who does not use the same service you do, WeTransfer is usually the fastest choice.
Splitting a file into smaller pieces
If compression does not work and you cannot use a file-sharing service, you can split the file into chunks small enough to email separately. Windows and Mac do not have built-in tools for this, but free software like 7-Zip (Windows) or The Unarchiver (Mac) can do it.
Right-click the file, select the split or "create archive" option, and specify a size limit — say, 15 megabytes per piece. The software creates multiple files named part1.zip, part2.zip, part3.zip, and so on. You email each one separately. The recipient downloads all the pieces and uses the same software to rejoin them into the original file.
This method works but is clunky. The recipient has to read multiple emails and remember to keep all the pieces together. Use it only if the recipient cannot access a file-sharing service and compression did not work.
Checking file format and recipient capability
Before you send, confirm two things: that the file is in a format the recipient can open, and that their device or software supports it. A .zip file works on almost any computer, but a .mov video file might not play on an Android phone. A Photoshop .psd file requires Photoshop or a compatible editor — most people cannot open it.
If you are unsure, ask the recipient what format they need. If they say "I just need to see it," convert the file to a common format: .jpg or .png for images, .mp4 for video, .pdf for documents. These formats work on nearly every device.
For work files like spreadsheets or presentations, ask whether they use Microsoft Office, Google Workspace, or something else. A .xlsx file (Excel) opens in Google Sheets, but a .numbers file (Mac) does not open in Excel without conversion. Knowing this before you send saves a back-and-forth.
When to ask the recipient to use a different method
If you are sending files regularly — weekly backups, ongoing project files, or shared folders — email is the wrong tool. Ask the recipient whether you can use cloud storage instead. Google Drive, Dropbox, OneDrive, or iCloud all let multiple people access and edit the same files without emailing versions back and forth.
If the recipient works for a company, they may have a preferred method. Many organizations use Microsoft Teams, Slack, or internal file servers. Asking "What is the best way to send this to you?" often reveals a faster route than email.
For one-time large files, file-sharing services are usually faster and more reliable than compression or splitting. They also give you a record of whether the recipient downloaded the file, which email does not provide.
Frequently Asked Questions
What is the exact file size limit for email?
Most providers allow 20 to 25 megabytes per attachment. Gmail allows up to 25 megabytes. Outlook allows up to 20 megabytes. Some corporate email systems have smaller limits, sometimes as low as 10 megabytes. If you are unsure, try sending the file — the email will bounce back with an error message telling you the limit.
Will the recipient be able to open a .zip file?
Yes, on Windows, Mac, and most phones. Right-clicking a .zip file automatically extracts it on Windows and Mac. On iPhones, the Files app opens .zip files. On Android, you may need a free app like ZArchiver. If the recipient uses an older device, ask first.
Is it safe to use WeTransfer or Google Drive with sensitive information?
Both services encrypt files in transit and at rest. Google Drive and Dropbox are more find for ongoing storage because you control access and can revoke links. WeTransfer is fine for one-time transfers but does not let you revoke a link after sending. For highly sensitive files, ask your organization whether they have an approved service.
Can I send a folder with multiple files inside?
Yes. Compress the entire folder into one .zip file, or upload the folder to Google Drive and share the folder link instead of individual files. Sharing a folder link is usually easier because the recipient can see all files in one place and read them together or one at a time.
What if the recipient says the file is corrupted after I send it?
This usually means the file was damaged during upload or read. Try sending it again using a different method — if you used email, try Google Drive. If you used WeTransfer, try Dropbox. Ask the recipient to delete the corrupted file and read again. If it happens a second time, the original file itself may be damaged; try opening it on your own device first to confirm it works.