You’ve just wrapped up a project for your boss to review before sending it over to the client. You send an email with the necessary files, but a notice pops up on your screen. The attachment is too large.
What can you do? Break up the file into smaller sections? Only provide your boss with a summary? Or do you (gasp) print your work and walk the project over to your boss’ desk?
While all of these could be viable solutions, a better approach is to find the best way to send large files online. When large files can become an issue, here are four ways to share them.
Large File Concerns
Are we making a mountain out of a molehill or are there really some serious issues associated with large files? We’ll let you decide but here are some common pitfalls of oversized documents.
- Email services have limits on attachment sizes so large files can’t be sent through email. For example, Gmail limits attachments to 25MB while Outlook only allows attachments up to 20MB.
- Large files can choke a network if everyone is sending or downloading at the same time.
- Large files can quickly eat up storage space. Computer space comes at a premium. If a large file isn’t earning its keep, it’s simply taking up important space.
While there are concerns with large files, we also understand that they’re a necessary evil when collaborating and conducting business. Depending on the industry, large files may be unavoidable and common practice. Luckily, there are ways to navigate through or around these large file-related concerns.
4 Ways to Send Large Files Online
There is no one-size-fits-all approach to sending large files online. When it comes to finding the best way to send files online, the answer will depend on your unique situation. Here are a few potential file-sharing methods to consider.
Depending on the type of file you’re sending, compression can be a simple solution. This option is best for Word and PDF files that are just slightly over the size limit for email attachments. However, compression isn’t recommended for files comprised mostly of images. When working with a third-party compression tool, you can often encrypt and password protect your files for added security.
File Transfer Protocol
Also known as FTP, this method requires you to be a bit tech savvy. FTP lets you to essentially cancel out the middleman and allow outside parties direct access to large files on your server. But depending on your server, there could be restrictions on who can access stored files.
For those who are less tech savvy, moving large files to a USB or external drive could be an option. While some might be concerned over the time it takes to get an external storage solution into the right hands (unless those hands are in the same building or town), others enjoy the advantage of not having to download or store files on their own computer.
Cloud-based file sharing for business is potentially the best way to send large files online. File owners can provide links to outside parties, granting them access to large files. With client portal software, you can skip the download process, storage concerns, and email limitations when sending large files. There are included security features with this method. File owners can see who’s viewed or downloaded a file and require a password for file access or two-factor authentication.
Before choosing the best way to send large files online, consider the solution’s convenience factor, overall cost, and security measures. A convenient solution loses its charm if it’s overly expensive and an affordable solution can suddenly become expensive if it causes a security issue. Find the proper balance for your needs.
Additional Tips for Sending Large Files Online
Now that you know how to share a large file online, enjoy a few additional tips for smarter sending.
- Stay organized – File organization is always important, whether you’re dealing with a small or large project. Check out our tips for staying digitally organized.
- Zone in on security – When it comes to file sharing, security should always be the first factor you consider. It won’t matter how simple it is to send a large file if it becomes compromised. Emails can be forwarded, and external drives can be stolen or copied.
- Be open-minded – A file sending solution for one project might not be the best solution for another. With a multitude of potential solutions to consider, remain open-minded about what will work best for your team and clients.
If you’ve been frustrated when trying to send large files in the past, it should help knowing there are simple and effective ways to get the job done. To learn more about why client portal software is the best way to send large files online, reach out to Onehub for a free demo of their services.