The Radicati Group predicts that in 2021 the total number of emails sent globally will round out to about 319.6 billion. With people regularly sending spreadsheets to their coworkers, turning in assignments for school, and trying to keep in touch with loved ones, this number isn’t that surprising.
However, there’s nothing more frustrating than when you try to add an attachment to your email, and it won’t send because the file is too large. Many providers these days have set a 10 megabyte limit on file sizes. So what do you do when you need to send a document or photo that takes up a lot of space?
Keep on reading to learn about how you can work around this problem and get those attachments sent to where they need to go.
1. Google Drive
With Google Drive, you can send your document using the platform interface. Opening files is easier for the recipient, as they do not have to download anything onto their computer or worry about file conversions.
At the top right corner of every Google Drive document is a “Share” button, which allows you to add as many email accounts as you would like. The person you are sending it to does not need to have a Gmail account to access the document.
If you are working on a project with other people and don’t want to keep sending it back and forth to one another, this might be a better option for you. The platform allows you to see the changes your peer has made to the document in real-time.
Uploading to Drive
Say, for example, you created the document in Word. Google will allow you to upload it into Drive and share it the same way you would a Google Doc.
To do so, click the “New” button located on the left side of your screen, just below the Drive logo. When you click on it, a list of options should pop up. You can choose between the “File Upload” and the “Folder Upload” buttons, depending on how many documents you would like to share.
The document should appear on your Drive home screen under the “Files” section (a folder would appear under the “Folders” section). When you click on it, you’ll see that it stays in Microsoft Word format after it’s uploaded. Click that “Share” button, add the recipient’s address, and send it off.
If you want to send an entire folder, click on it. Double-check to see that all your documents are in there.
Afterwards, click on the name of the folder, and a drop-down menu will appear. Click the “Share” option and follow the steps previously mentioned.
Creating a Sharable Link When File Is Too Large
When you need to send an email with additional information alongside a document, use a sharable link. When you click the “Share” button, you’ll notice another option located below the box where you input a recipient’s email address.
This box says “Get Link” at the top. There’s also a URL with a “Copy Link” option next to it. To ensure that the recipient(s) can access the document through the link, click on the “Restricted” button.
You should see an option below it that says, “Anyone with a link.” Click it and decide how much control the recipient will have over the document. You can make them a viewer, commentator, or editor.
Finally, copy the link and paste it into your email. The person receiving the email should have no problem viewing the document.
2. Reduce File Size
There are numerous ways to make a file smaller, but one of the easiest ways is to create a ZIP file. All you need to do is go into your files and find the folder or document you wish to compress.
Once you’ve found it, right-click the title so that a drop-down menu appears. Look for the “New” option. When your cursor hovers over it, locate the “Compressed (zipped) folder” button and click on it.
A new ZIP folder should appear in your files. You can drag and drop it into your email if you already have one prepared.
If not, right-click the ZIP file and choose “Send To” then “Mail Recipient.” Your computer should open an email with the folder already attached.
3. Convert File
Sometimes those PDFs or Excel spreadsheets won’t trim down. Another way to reduce file size is to use a free online file converter.
Find your document’s current file format and decide how you wish to convert it. Usually, converting your spreadsheets, documents, and presentations into a PDF is the best way to create a smaller file.
After you decide on the file format type, click the button. The site will take you to another page where you’ll upload your document. Then, the software program will conduct the file conversion.
Once completed, it will download onto your computer. You can check the file size in your “Downloads” folder.
If you find that it meets size requirements, attach it to your email and send it off. Otherwise, try converting it to a different file type to see if it works better.
No More Struggling With Sending Files
There’s no need to waste time figuring out how to get that email attachment to send. With these simple solutions, you won’t see an annoying pop-up that says that your file is too large again.
If you’re looking for some tips and tricks on how to convert one file type to another, check out the rest of Offdrive’s blog. We provide step-by-step guides that will help you become an expert at sending file attachments.