Sharing Big Files — Drive, Dropbox & WeTransfer

Why Email Bounces Big Files

Email has a size limit, usually around 25 megabytes. A megabyte, or MB, is just a measure of how big a file is.

A few photos from a modern phone, or a short video, can easily go past that limit. When they do, the email either bounces back to you or quietly fails to arrive.

• Most email services stop at about 25 MB per message
• One high-quality photo can be several MB
• A short video can be dozens or hundreds of MB
• That is why a big attachment often just will not send

Sending A Link Instead

Here is the key idea. Instead of stuffing the file into the email, you place the file online and send a link that points to it.

Think of it like this: rather than mailing someone a heavy box, you send them a note that says, 'Your box is at this address, come pick it up.' The link is that note.

• The file lives safely in your online storage
• You send a short link, which fits in any email or text
• The other person clicks the link and downloads the file
• No size limit problems, because email only carries the little link

Using Google Drive

Google Drive is free online storage that comes with a Google or Gmail account. It is a very common way to share files.

• Go to drive.google.com and sign in
• Click 'New,' then 'File upload,' and choose your file
• Wait for it to finish uploading
• Right-click the file and choose 'Share'
• Copy the link it gives you
• Paste that link into an email or text

View Versus Edit Access

When you share, you decide what the other person is allowed to do. There are two main choices.

The person can open and download the file, but cannot change your copy. This is what you want most of the time.

Expiring And Removing Access

A link you share does not have to last forever. You stay in control and can shut it off whenever you like.

• You can turn a share link off at any time in the sharing settings
• Once you do, the old link stops working for everyone
• Some services let you set the link to expire on a chosen date
• This is handy for anything private you only meant to share briefly

Using Dropbox

Dropbox is another popular online storage service. It works much like Google Drive and offers a small amount of free space.

• Go to dropbox.com and sign in, or make a free account
• Click 'Upload' and choose your file
• Hover over the file and click 'Share'
• Choose 'Create link' or 'Copy link'
• Paste that link into your email or text

Using WeTransfer For A Quick Send

WeTransfer is the simplest option for a one-time send. You do not even need an account for the free version.

• Go to wetransfer.com
• Click to add your files
• Type the recipient's email and your own
• Click 'Transfer'
• The person gets an email with a download button

OneDrive And iCloud Options

If you use a Windows computer or an Apple device, you may already have storage built in that can share files too.

Comes with Windows and Microsoft accounts. Right-click a file in OneDrive and choose Share to get a link.

Sending Many Photos At Once

Sharing a whole batch of photos is where these tools really help. You have two easy ways to bundle them.

Put all the photos in one folder in Google Drive or Dropbox, then share the folder's link. The person gets everything in one place.

What Zipping Means

You may hear the word 'zip.' It sounds technical, but it is simply a way to bundle and shrink files.

The person who receives it 'unzips' it by double-clicking, which unpacks all the files back out. Both Windows and Mac can do this with no extra software.

• A zip file is a single package that holds many files inside
• It is often a little smaller, so it sends faster
• On Windows: right-click, choose 'Compress to ZIP folder'
• On a Mac: right-click, choose 'Compress'

How The Other Person Downloads

It helps to know what your recipient will see, so you can guide them if they are unsure.

• They get your email or text with the link
• They click the link, which opens a web page
• They see the file or a 'Download' button
• They click Download, and it saves to their computer or phone
• For a zip file, they double-click it to unpack the contents

Drive, Dropbox, And WeTransfer

Each option has its own strengths. Here is a quick comparison to help you pick.

All three let you send far more than email allows. If you share often, Drive or Dropbox is handy; for a rare big send, WeTransfer is the quickest.

Sharing Files Safely

A shared link is convenient, but it is worth understanding who can open it, so private files stay private.

• Use 'specific people' sharing for private files, not 'anyone with the link'
• Set links to expire when the service allows it
• Never post a link to private files on public websites or social media
• Remove access once the file has been received

Fake 'Shared File' Scam Emails

Because file-sharing emails are so common, scammers imitate them, hoping you will click a bad button. A little caution keeps you safe.

• Confirm you know the sender and expected a file
• Check the sender's real email address, not just the display name
• Never enter your password on a page you reached from a surprise email
• When unsure, go to the service's website yourself instead of clicking

Free Versus Paid Storage

All three services offer a free amount, with paid plans for more space. Here is what to expect.

• Google Drive gives a good amount of free space to start
• Dropbox offers a smaller free amount
• WeTransfer's free sends have a size limit and links that expire
• Paid plans, roughly a few dollars a month, add more space and features

When Something Goes Wrong

A few common snags and how to fix them quickly.

Good Sharing Habits

A short set of habits keeps your sharing smooth and private.

• Send a link for anything larger than a photo or two
• Share private files with specific people, not the whole world
• Tell the recipient what to click
• Turn off access when they are finished
• Keep your own copy of anything important

When To Ask For Help

There is no shame in asking for a hand, especially the first few times.

• If a file simply will not send, get help rather than struggling
• If a share email looks suspicious, ask before clicking
• If you are unsure which service to use, I can recommend one
• A trusted family member can also sit with you and help

What's in the 27-page PDF

• Why email chokes on big attachments
• The idea of sending a link instead of a file
• Google Drive, Dropbox, and WeTransfer explained
• Sending many photos at once
• How the other person downloads what you sent
• Keeping shared files private and safe

Why I wrote this

I write these as printable handouts because a guide you can keep in a drawer beats a web page you have to find again. No jargon, no judgment, no rushing. If you'd rather have someone sit beside you and go through it together, that's a flat $99 first visit with the 30-day follow-up included — serving Portage County from Atwater, Ohio. — Bill