Sending Large Documents by Email



Introduction 

Most email systems have a limit on the size of attachments which can be sent or received by email. However there are ways of sending large files using email which do not involve the file actually being physically embedded in the email itself but rather being stored in the cloud outside the email but in such a way that it is accessible from, and associated with, the email.

One way of sending large files in this way is to use Zip and Gmail (the procedure is explained in more detail below). The advantage of using Zip and Gmail is that the documents sent are permanantly stored (in Google Drive) and permanantly accessible from within the email which you have sent (both from your stored copy of the email and from the copy of the email stored by the recipient) so that there is a pemanant record of exactly what was sent with the email.     

If you do not have a Gmail account it is easy to create one. Alternatively you could instead use SENDfiles but the drawback with SENDfiles is that although it transmits files perfectly satisfactory, the recipient has a limited time to download the files once sent and, after that time, the files are no longer accessible from the SENDfiles link. Thus although the email generated by SENDfiles provides an permanent list of the names of the files sent, there is no permanant record of what those files contained which can be referred to in the future in case of query.          


Sending large files using ZIP and Gmail




1. Create a zip file containing all the documents you wish to send.
 



Note A: using the above procedure results in the zip file being stored directly under My Drive in your Google Drive. If you do not want the zip file to remain there (because you like to keep things tidy in folders) you can create a folder under My Drive named e.g. Files Sent to Other Side and move the zip file into that folder. If you do this the zip file should still be accessible from within the email which you have sent (both from your stored copy of the email and from the copy of the email stored by the recipient) even though the zip file it has been moved into a folder under My Drive.    

Note B: using Gmail/Google Drive results in your documents being stored on servers outside the United Kingdom which may not be subject to the same standards of data protection as apply within the United Kingdom.



Sending large files using SENDfiles


1. Go to www.sendfiles.net  and select Start Now as shown above. 

2. The panel shown below will then appear. Enter your email address and the email address of the person you are sending the files to.


3. Then tap the Add Files button and navigate to, and select, the files you want to send (or, if you are using a computer, you can instead select all the files with the mouse and drag and drop them on to the page). 


4. Tap the Send Files button to send the files.


You will receive an email informing you that the files have been sent. This email will list all the file names so you have a record of what was sent in case there is any query later.

Note: using Sendfiles (and many other similar systems) results in your documents being temporarily stored on servers outside the United Kingdom which may not be subject to the same standards of data protection as apply within the United Kingdom. 


Disclaimer

The information on this page about specific computer techniques is provided for information purposes only. Every reasonable effort has been made to ensure that the information is accurate and up to date at the time it was written but no responsibility for its accuracy, or for any consequences of relying on it, is assumed by me. You should satisfy yourself, before using any of the techniques or software described, that the techniques are appropriate for your purposes and that the software is reliable.


This page was lasted updated in November 2017Disclaimer