How To Send Files That Are Too Large For Outlook : Compress Files With WinRAR

by

When your files exceed Outlook’s size limits, using cloud storage links becomes the practical solution. If you have ever tried to attach a video, high-resolution image set, or large presentation to an email, you have likely seen the dreaded error message. This guide covers exactly how to send files that are too large for Outlook without compression or frustration.

Outlook typically caps attachments at 20 to 25 MB, depending on your email provider. Sending anything larger requires a different approach. The good news is that several free and reliable methods exist.

Below, you will find a clear outline, step-by-step instructions, and answers to common questions. Let us start with the structure of this article.

Outline

  • Understanding Outlook’s File Size Limit
  • How To Send Files That Are Too Large For Outlook (Main H2)
  • Method 1: Use OneDrive or Microsoft Cloud
  • Method 2: Use Google Drive
  • Method 3: Use Dropbox
  • Method 4: Use a File Compression Tool
  • Method 5: Use a Temporary File Transfer Service
  • Method 6: Split Large Files into Smaller Parts
  • FAQ: Common Questions About Sending Large Files
  • Final Tips for Smooth File Transfers

Understanding Outlook’s File Size Limit

Outlook’s attachment limit is not random. It exists to keep email servers running smoothly and prevent inboxes from clogging. Most versions of Outlook, including Office 365 and Outlook.com, allow attachments up to 20 MB. Some business accounts may allow up to 25 MB or 35 MB, but rarely more.

When you try to attach a file larger than this limit, Outlook shows an error like “The file you are trying to attach is larger than the server allows.” You cannot send it as a direct attachment. However, you can send a link to the file instead.

This is where cloud storage services become essential. They let you upload your file and share a download link via email. The recipient clicks the link and downloads the file directly, bypassing Outlook’s size restrictions.

How To Send Files That Are Too Large For Outlook

This section explains the core method. You will learn to use cloud storage links to share large files without hitting Outlook’s limit. The process is simple and works for any file type.

Step 1: Choose A Cloud Storage Service

Pick a service you already use or can sign up for free. Popular options include OneDrive, Google Drive, and Dropbox. Each offers free storage space, usually between 2 GB and 15 GB.

Step 2: Upload Your Large File

Log into your cloud storage account. Look for an “Upload” button or drag and drop your file into the browser window. Wait for the upload to finish. Large files may take a few minutes depending on your internet speed.

Step 3: Generate A Shareable Link

After the upload, right-click the file or select the share option. Choose “Get link” or “Share.” Set permissions to “Anyone with the link can view” or “Anyone with the link can download.” Copy the link to your clipboard.

Step 4: Paste The Link Into Your Outlook Email

Open a new email in Outlook. In the body of the message, paste the link you copied. Add a short explanation, like “Here is the file you requested. Click the link to download it.” Send the email as usual.

That is it. The recipient clicks the link and downloads the file directly. No size limits, no errors. This method works for files up to several gigabytes, depending on your cloud storage plan.

Method 1: Use OneDrive Or Microsoft Cloud

If you use Outlook, you likely have a Microsoft account. OneDrive comes integrated with Outlook and Office 365. This makes it the most convenient option for many users.

How To Share Via OneDrive

  1. Open Outlook and start a new email.
  2. Click the “Attach File” icon in the ribbon.
  3. If your file is too large, Outlook will suggest uploading it to OneDrive instead. Click “Upload to OneDrive.”
  4. The file uploads and a link appears in your email body.
  5. Adjust sharing permissions if needed. You can set an expiration date or password.
  6. Send the email.

OneDrive offers 5 GB of free storage. For larger files, you may need a paid plan. The integration is seamless, and recipients do not need a Microsoft account to download.

Method 2: Use Google Drive

Google Drive is another popular choice. It offers 15 GB of free storage, shared across Gmail, Google Photos, and Drive. If you have a Gmail account, you already have access.

How To Share Via Google Drive

  1. Go to drive.google.com and sign in.
  2. Click the “+ New” button and select “File upload.”
  3. Choose your large file and wait for the upload.
  4. Right-click the uploaded file and select “Get link.”
  5. Change sharing settings to “Anyone with the link.”
  6. Copy the link and paste it into your Outlook email.

Google Drive also lets you set expiration dates and restrict access to specific people. This is useful for sensitive files.

Method 3: Use Dropbox

Dropbox is a reliable cloud storage service with a clean interface. It offers 2 GB of free storage, which is enough for occasional large file transfers. Paid plans start at 2 TB.

How To Share Via Dropbox

  1. Log into your Dropbox account at dropbox.com.
  2. Click “Upload files” and select your large file.
  3. Once uploaded, click the “Share” button next to the file.
  4. Choose “Create a link” and copy it.
  5. Paste the link into your Outlook email.

Dropbox links can be set to require a password or expire after a certain time. This adds a layer of security for sensitive data.

Method 4: Use A File Compression Tool

Sometimes, compressing a file can reduce its size enough to fit within Outlook’s limit. This method works best for text-heavy files like Word documents, PDFs, or spreadsheets. Images and videos compress less effectively.

How To Compress Files

  1. Right-click the file or folder you want to send.
  2. Select “Send to” and then “Compressed (zipped) folder.”
  3. A new .zip file appears. Check its size.
  4. If it is under 20 MB, attach it directly to your Outlook email.
  5. If it is still too large, try using a more advanced compression tool like 7-Zip or WinRAR.

Compression can reduce file size by 30% to 50% for documents. For media files, consider using a different method like cloud storage.

Method 5: Use A Temporary File Transfer Service

If you do not want to sign up for cloud storage, temporary file transfer services can help. These websites let you upload a file and generate a download link that expires after a set time.

Popular Temporary Services

  • WeTransfer: Free for files up to 2 GB. Links expire after 7 days.
  • Send Anywhere: Free for files up to 10 GB. Links expire after 48 hours.
  • Filemail: Free for files up to 5 GB. Links expire after 7 days.

How To Use WeTransfer

  1. Go to wetransfer.com.
  2. Click “Add your files” and select your large file.
  3. Enter your email and the recipient’s email.
  4. Add a message if you like.
  5. Click “Transfer” and wait for the upload.
  6. The recipient gets an email with a download link.

These services are fast and require no account. However, they are not ideal for sensitive files because data may not be encrypted.

Method 6: Split Large Files Into Smaller Parts

Another workaround is to split a large file into smaller chunks. You can then attach each chunk to separate emails. The recipient combines them later. This method is outdated but still works.

How To Split Files

  1. Use a tool like 7-Zip or WinRAR to split the file.
  2. Set the split size to 10 MB or 15 MB.
  3. The tool creates multiple parts, like “file.zip.001” and “file.zip.002.”
  4. Send each part in a separate email.
  5. Tell the recipient to download all parts and use the same tool to combine them.

This method is tedious and can confuse recipients. Use it only if other options are unavailable.

FAQ: Common Questions About Sending Large Files

What Is The Maximum Attachment Size In Outlook?

Outlook typically allows attachments up to 20 MB. Some business accounts may allow up to 25 MB or 35 MB. Check with your email provider for exact limits.

Can I Send A File Larger Than 20 MB Via Outlook?

No, you cannot attach a file larger than the limit directly. You must use a cloud storage link or a file transfer service instead.

Is It Safe To Send Large Files Via Cloud Storage Links?

Yes, if you set proper permissions. Use password protection and expiration dates for sensitive files. Avoid sharing links publicly.

How Do I Send A Large Video File Through Outlook?

Upload the video to OneDrive, Google Drive, or YouTube (unlisted). Then share the link in your email. Do not attach the video directly.

What If The Recipient Cannot Download From Cloud Storage?

Try a different service or compress the file. You can also split the file into smaller parts and send them separately.

Final Tips For Smooth File Transfers

Always check file sizes before sending. Use cloud storage for files over 10 MB to avoid errors. Set expiration dates on links to keep your data secure.

If you send large files often, consider upgrading your cloud storage plan. Free tiers are fine for occasional use, but paid plans offer more space and features.

Remember to inform recipients about the link. Some people may not expect a download link instead of an attachment. A short note in the email body helps.

By following these methods, you can easily send large files without Outlook’s size limits. The key is to use a link instead of an attachment. This approach is faster, more reliable, and safer for both you and the recipient.

Now you know exactly how to send files that are too large for Outlook. Try one of these methods today and never struggle with attachment errors again.