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How to send large video files via email

Email is wonderful for quickly and easily sending text to another user. It’s also helpful for transferring images, graphics and even sound recordings.

But sending a large video file via email can be a challenge. Email systems aren’t built to accommodate that kind of bandwidth, and the result can sometimes be a failure to send, a network or server crash or a computer lockup.

So how can you send large video files across the web? The answer is that you don’t send the video file itself. You store the file with a cloud provider like Citrix ShareFile and then send a link that others can use to download the file.

ShareFile has uploading capabilities unrivaled by any email system, and sending a large video file to our secure servers is easy. Once uploaded, you can invite others to access it from there. It’s that simple.

Although we make it easy to transfer large video files in seconds, there’s still a lot to know.


The limitations of email

Let’s start by examining the file-size restrictions of some of the leading email systems:

Gmail = 25 MB
Hotmail = 10 MB
Outlook = 10 MB
Yahoo = 25 MB
AOL = 25 MB
Mail.com = 50 MB
Zoho = 12 MB
GoDaddy Workspace = 30 MB

This video breaks down the difference between megabytes, gigabytes and every other kind of byte.

Why are there such restrictions? Is something as powerful as Google not capable of sending more than 25 MB through its email system?

The answer mostly boils down to security and performance. Email servers place limitations on file sizes in order to prevent large files from slowing down or corrupting the system. In other words, sending large video files is just not what email is intended for.

Still, 25 megabytes sounds like a lot. What kind of video file can you send with 25 megabytes and how much would you need to send large videos at will?

According to General Communication Inc., 25 MB can get you just south of two minutes of high-definition video from YouTube, Vimeo or other similar hosts. That means it would require 1,000 MB just to download 1.5 standard definition movies or watch 5.5 hours of streaming video.

If you were to send someone a video from YouTube, you wouldn’t download the file to your hard drive and then email it as an attachment, would you? Of course not. You would simply email a link to the video’s location on YouTube. Sending large video files with ShareFile works in much the same way, only with an abundance of additional features, security and settings.

So what are the file-size capabilities of ShareFile? There’s no limit on the amount of bandwidth you can store, and transferred files can be as large as 100 GB. For perspective, it would take only 1 GB to send seven minutes of high-definition video. So 100 GB has the capability of transferring over eleven hours of high-definition video files.

And did we mention it's all quick and painless?

How does ShareFile work?

Uploading a file to ShareFile is no different than attaching a document to an email. In just a few clicks, your video file will be sent to a server at one of our secure data centers. When you’re ready to share the file, an email will be generated to the recipient that contains a link. The link will bring them to a ShareFile portal where he or she can access the file. 

In fact, ShareFile users can incorporate the ShareFile Plugin for Microsoft Outlook to upload, send, request and insert links to files directly from their email system. This offers the best of both worlds in terms of sending large video files by email.

Is it safe?

Capacity, speed and ease of use are all important to sharing large video files by email. But don’t forget about the most important aspect: security. Business professionals need to store and share files with confidence as online file sharing can have some serious consequences when proper measures are not taken. Here’s how we keep your video files safe:

Encryption
We use the same file encryption protocol as the U.S. Government for top secret files. Once uploaded, your video files will be scrambled behind AES 256-bit encryption and will remain so for as long as they are stored. Only when an approved user opens the file does the video become decrypted. You can even encrypt the message you send to the video recipient.

Secure datacenters
We’ll keep your video stored on a server in one of our SSAE 16 accredited datacenters. But that isn’t enough. We will then regularly back up your file to another one of our datacenters in another location. Each facility has hurricane-rated roofs, disaster recovery capabilities and undergoes regular security audits.

Folder permissions
If you were to email a video to someone, that person could then pass it on to anyone he or she wishes. It’s out of your control the second you hit “send.”

Not with ShareFile. You’ll have complete ownership of your video file, and if you choose, only users that you approve will have access to its location.

Remote wipe or lock
If you or another user downloads a video to a device and that device is lost or stolen, we can lock the device remotely or even erase the video file from the device entirely.

Custom settings
Custom password settings, including multi-factor authentication, create an added layer of security for your video files.

Activity reports
See the details of who accessed a file, when it was accessed and any changes that were made. You can even receive email alerts any time a video is accessed or modified.

File versioning
See all previous versions of a video within the last 30 days, and restore those versions in case any unwarranted edits were made.

And a check-in/check-out feature allows for exclusive editing rights for one user at a time.

Other features

Security aside, there are several additional features unique to ShareFile users.

Third-party integrations. ShareFile easily integrates with many of the tools you already use, such as Gmail, Redtail, ScanSnap, Fujitsu, BidPlanroom, Trumpet, FotoIN, DocAuto, Basepin and more.


User management tool. Use an Active Directory to provide user accounts and distribution groups while controlling parameters such as authentication type or storage zones.


Full text search. Quickly and easily locate stored videos by utilizing a keyword search function.


Archiving. Take advantage of the unlimited storage space and let ShareFile archive all your videos for you for easy reference and increased accountability. This is especially helpful for end users to keep all their received videos in one easy-to-find location as opposed to having to dig through emails for old videos.


Sending video files for business use

Millions of business professionals use ShareFile every day, all over the world. Just some of the industry types that send video files through ShareFile include real estate, construction, engineering, architecture and more.

ShareFile customers get a custom-branded portal complete with their company logo, colors and messaging.

And with today’s business world operating on such a remote, round-the-clock schedule, ShareFile users are free to send and receive large video files via laptops, tablets and even smartphones.

A syncing application allows for desktop folders to work seamlessly with your ShareFile account in real time, keeping all files up to date across all devices. And our desktop widget lets you upload, download, send and request files straight from your desktop with drag-and-drop functionality and keyboard shortcuts.

Clients that use FTP programs can easily connect ShareFile right to their local FTP. And our 24/7 customer support ensures your clients are never out of touch.

ShareFile vs. email

Let’s quickly recap the advantages of sending video files with ShareFile versus email.

File size
Email: You’ll be able to send 50 MB at best, or roughly the equivalent of four minutes of high-definition video.
ShareFile: Send up to 100 GB, or over eleven hours of high-definition video.
Winner: ShareFile.

Security
Email: Attached files are subject to third-party interception and malware infection and sent files can be passed on to unauthorized users.
ShareFile: Video files are kept safe by state-of-the-art encryption, secure data centers and advanced user settings.
Winner: ShareFile.

User-friendliness
Email: Bounce rates and attachment headaches leave much to be desired when sending large video files via email.
ShareFile: Custom user portals, desktop folder syncing and a host of other features allow for a well-rounded user experience.
Winner: ShareFile.

If you’re looking to send large video files by email, sign up for a free, 30-day, no-obligation trial of ShareFile today. No credit card is required and nothing needs to be downloaded or installed. Setup takes just seconds and you’ll be sharing large video files in no time at all.

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

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