Tips for sending large files over email

Email is the preferred method of communication in today's technologically geared world. It's an easy and effective way to communicate personally and professionally, allowing people to send messages and files instantly. However, there are instance where someone may need to send a file, but the file is too large to send just as an email attachment. It is important, in such cases, to use some alternatives when sending a large file to another person. Here are a few tips for sending large files over email:

1. Remember the four megabyte limit
If a file is bigger than four megabytes, it shouldn't be sent as a regular email attachment. It is just too big and could cause some problems with not only the sender's computer, but the receiver's as well. Large files create a heavy load on the email network and the Internet server, which could affect how the network functions. They can definitely slow things down and make the network sluggish.

Those to whom the files are sent may have trouble receiving anything larger than four megabytes because their server may have a limit to the size of files it will receive via email, and then the attachment will be sent right back. Not only is this frustrating and annoying, but, when it comes to business matters, it can affect the productivity of a business. Just by remembering not to email any attachment over four megabytes can save a lot of time and frustration - users will go to an alternative file sharing site instead of trying to email unsuccessfully.

2. Use an FTP site
A file transfer protocol (FTP) site is a tool that people can use to share large files, like MP3's and large image. FTP sites are safe, secure ways to share information simply. Basically, an FTP site allows certain people to log on with a user ID and a password. Once logged in, users can access files that have been uploaded by others and other users can access theirs. Some FTP sites don't require a password, thus allowing anyone to access any file they'd like. So, depending on the nature of the files uploaded, they can either be made public or private.

To go to an FTP site, just type in the URL in the web browser address box. Usually, the person who has created the FTP will send you the exact address. One noticeable difference between an FTP address and a regular URL is that instead of starting with the prefix "http://", an FTP site begins with "ftp://".

3. Share with a LAN
Another way to share large files without using email is to use a local area network (LAN). This applies mostly to those in a business, who are in the same building. Using the LAN within a business makes so much sense when sharing files with coworkers. With a LAN, people within the network can decide if they want to do allow file sharing on their computer. If they decide to, they just designate a folder for file sharing and then they put any file they want to share in that file. Simple enough.

4. Reduce sizes of images
Often, some of the largest files that people try to send via email attachments are images, often in large Photoshop files. One simple way to make the image file smaller is to reduce the size of the image. A good guideline is to set the resolution at 800 x 600, with 256 colors - or less. If the image can't be made smaller, it shouldn't be emailed and another file sharing method should be used.

5. Use a compression program
Another option when it comes to sending a large file is to use a compression program that will make the file smaller or even split it up into smaller bits. Use a compression program like WinZip or WinRAR. These are easily accessible and will often do the job just fine.

6. Old-fashioned methods still work
If all else fails, don't forget the tried and true method of "snail mail". If you have a lot of data you need to send, just burn it on a CD and send it via air or ground mail. In the end, sometimes this is the easiest, most reliable way to share files. However, it is not always an option if there are certain time constraints. But it is nice to now that it is an option.

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