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Send Large Files Through Email or by Generating a Secure Link

Sending big files from one computer or network to another can be difficult. Email isn't often the best fit for handling large files. FTP servers used to be the norm, but now they're plagued with security threats. Businesses seeking efficiency and reliability now trust their critical data to a cloud storage solution.

According to Business News Daily, "In the cloud environment, users can access all types of files, use applications as though they were in the office, and even collaborate remotely while working on the same project or presentation on their device as someone on the other side of the globe. Even if you're away from work or your office server is inaccessible, data in the cloud is always up to date and always available wherever, whenever.

"Cloud-computing services can range from data storage to functional programs, including accounting, customer-service tools and remote desktop hosting."

How to send large files using the cloud

Citrix ShareFile designs cloud file-sharing software for businesses of all sizes to help them store, edit and share files simply, quickly and securely. You can start sharing large files now by signing up for a free, no-obligation 30-day trial from ShareFile. Just fill out this form and click Start my free trial.

Once you are taken to the welcome screen, fill in your:

  • Company name
  • Company website
  • Phone number
  • Industry

Then click Start sharing now. That's it! Now you are ready to start sending large files.

The videos below will walk you through the process of sending files. Before you begin, however, first upload the files to your ShareFile account. Although some ShareFile users can share files straight from their computer's hard drive, others may not have access to this feature, depending on their account's security limitations.

In the videos below, we will teach you how to upload files from your computer to your ShareFile account. Then, we will show you how to share files that have been uploaded to your account, as well as how to share files that are saved to your computer. Let's get started.

How to upload files to your ShareFile account

Now that you've activated your account and signed in for the very first time, let's store some of your files. We'll need somewhere to put them. Click Create folder and give it a user-friendly name. Don't worry about adding users just yet — you can always come back to that option later.

If you're in a hurry, you can drag and drop your file directly into the web application. Simply navigate to the folder and drag your file into the designated area. Your file will be automatically uploaded.

Otherwise, click Upload files. Depending on your web browser, you will see one of ShareFile's uploaders. Click Browse files to locate the file on your computer, and select it for upload. Don't forget that you can upload multiple files with the Add more option.

A few things to note:

  • If you do not see an upload button, you may not have upload permissions on the folder. In that case, contact an admin user on the account or folder to see if he or she can give you permission to upload files.
  • Upload times may vary depending on the speed of your Internet connection.
  • In order to upload folders, you must use the Java uploader. You may need to update your Java plugin to the latest version before using this tool. Depending on your browser settings, you may need to grant the plugin permission to run. When you're ready, drag or select the folder for upload. The folder and files contained within will be uploaded.

How to send large files that have been uploaded to your ShareFile account

So you've activated your account and uploaded some files. Chances are you would to share some of those files. Luckily, sharing with ShareFile is quick and easy, and we offer you a variety of ways to do so.

First, has the file you wish to share already been uploaded to your account? If so, find the file in your account and right-click it. Or you can select the checkbox next to multiple files to share them all at once.

Now, do you want to share the file with the secure and convenient ShareFile email system? Or would you rather generate a secure link that you can copy and paste into an email, chat app or a document? Choose what is best for you.

Let's say you went with email for ShareFile. We'll start with the basics. You can enter your recipients manually or use the address books. You're recipient doesn't even have to be a ShareFile user — you can just enter his or her email address right here. Don't forget to include a subject and message for your recipient.

Use Edit message options to customize some important details. You can choose to receive a copy of the message or be notified when the file is downloaded. Security settings let you control who can access your file and how.

If you have the encrypted email feature, you can encrypt this message as you would an email from the ShareFile Plugin from Microsoft Outlook. If your account has file versioning enabled, you can choose to always link to the most recent version of a file.

When you're all done, hit Send.

Let's say you're short on time and decided to go with the get a link option instead. Here, you can add more files if necessary and edit the link options. It's always a good idea to check when the link is set to expire. When you're ready, click Get a link. You will receive a secure link that you can copy and paste anywhere you need.

How to send large files that are stored on your computer

You can send files on your computer with the same methods already discussed. To share a file from your computer, use the Share button in the navigation bar and choose how you want to share it. Recognize this menu? You can drag your file to this area or locate it using the Browse files option.

When sending a file this way, the file will be uploaded to your account's File Box. The File Box is a temporary storage location for files you send and receive via ShareFile. Files are retained here for 30 days. Keep in mind that employee users must have been granted permission to use the File Box feature, and clients cannot be granted File Box access. Consequently, users who do not have access to the File Box feature will not be able to share files from their computer.

Top six benefits of using ShareFile to send large files

Implementing ShareFile into your organization comes with several advantages, including:

1. Security. This issue has become a hot topic in recent years, as big-name organizations have struggled to recover from massive blows to their reputations and bottom lines. In a recent survey conducted from over 5,500 companies in 26 countries around the world, 90 percent of businesses admitted to having a security incident and 46 percent of businesses lost sensitive data due to an internal or external security threat.

For these reasons, ShareFile has made security a top priority in the services we offer. Your data is protected via encryption both while at rest and in transit, using high-grade encryption protocols. Other ShareFile security features include:

  • Anti-virus. Account administrators can choose to have files scanned for malware with our anti-virus servers, and our software will alert users of potentially infected files.
  • Data backup. Your files will be stored redundantly and backed up daily according to the version and data retention settings that the account administrator configures via the administrative web interface.
  • Data loss prevention (DLP) integration. ShareFile relies on the ICAP standard for interaction with your DLP server, so DLP integration requires no changes to company policies or servers in your existing security suite. This allows you to have a single point of policy management for security alerts and data inspection.
  • Remote wipe. Remote wipe allows all data and passwords stored in your ShareFile account to be securely destructed in the event that a device is lost, stolen or compromised.
  • Auditing and reporting. Users can create custom reports on account access and usage. Additionally, IT users can track and log data sharing and access to provide visibility into data usage and support compliance requirements.

2. Affordability and flexibility. Every business is different in its file-storage and file-sharing needs, and our plans were designed with that in mind. We have four diverse plans for you to choose from:

  • Personal Plan. One employee account, 100 GB storage, 10 GB max file size, $16 per month
  • Team Plan. Five employee accounts, 1 TB storage, 10 GB max file size, $60 per month
  • Business Plan. Five employee accounts, unlimited storage, 100 GB max file size, $100 per month
  • Virtual Data Room. 5 GB storage, 10 GB max file size, $295 per month

3. Support. Contact our team 24/7 to get the answers you need, when you need them. We even have a team of onboarding specialists who can help you set up and begin using ShareFile.

4. Customization. Our team of graphic artists can design your customer portal to mirror the look of your brand, including your color palette and logo.

5. Convenience. ShareFile software can be used on a PC, a Mac or even on tablets and smartphones

6. Versatility. File-sharing software from ShareFile can be used across several industries, including:

  • Accounting
  • Legal
  • Financial
  • Real estate
  • Manufacturing
  • Insurance
  • Healthcare
  • Engineering
  • Construction
  • Architecture

In the following video, Lee Tillett, project engineer for RCI Builders Inc., explains how he and his team use ShareFile to better manage construction projects.

What are other people saying about ShareFile?

ShareFile is simplifying the way businesses all over the United States store and share files. Denise Johnson, marketing director at Colliers International, had this to say about ShareFile:

"We tried an in-house service that was complicated for our clients to use. Our clients constantly had trouble sending files to us, and with the brokers being out of the office all day, they had trouble accessing files remotely. The ease of use, the plugin and the remote access are what make ShareFile essential to our business. The process is very user friendly."

When asked about ShareFile, Steve Taylor, compliance officer for Anderson Regional Medical Center, said this:

"ShareFile gives me the ability to put tools in the hands of novice computer users and allow them to easily send and receive large files and secure files. In the hospital environment, it makes the compliance officer feel much more at ease."

ShareFile has even caught the attention of technology and business experts. Ben Kepes, a Forbes contributor who covers how technology helps businesses compete, says:

"In the file synchronization and sharing space, one vendor who gets little attention, yet has pretty significant market penetration is ShareFile. The product, acquired by Citrix back in 2011, is quietly amassing some impressive customer stories across a number of different verticals.

"But the space is highly competitive, and some announcements from Citrix at its Synergy event in Anaheim this morning indicate that the company is serious about taking ShareFile to the next level. [...]

"I’m pretty bullish on ShareFile if for no other reason than in a world where storage is becoming commoditized, the value will be built by companies that add fabrics on top of storage. Add to that the fact that Citrix can parlay its existing relationship with enterprises into a conversation about ShareFile, and you have a fundamentally better dynamic than, for example, Box who is going in cold and with only the file sharing offering."

Still want to know more about ShareFile and how to send large files? Check out some of our other videos or contact us today for more information!

Ready to try ShareFile? It's free for 30 days. No credit card required.

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