How to send video via email without size limits is a question almost everyone runs into. You record a birthday greeting, a product demo, or a family event, then try to attach it to an email, only to be stopped by the dreaded error: “Attachment is too large.” With today’s HD and 4K video files, this problem is more common than ever.
The issue isn’t you, it’s email providers. Gmail, Outlook, Yahoo, and others all set strict attachment limits to protect their servers. That means a video that might squeak through in Gmail could bounce right back in Outlook or fail completely in Yahoo. The result? Frustration, wasted time, and sometimes your video never reaches the person you intended.
The good news? You don’t have to shrink your inbox or stress over errors. In this guide, you’ll learn why size limits exist, what the actual caps are for each major provider, and the best workarounds to send large videos. From using cloud storage services like Google Drive, Dropbox, and OneDrive to compressing video files or sharing secure links, you’ll discover multiple solutions that actually work.
Whether you’re on desktop or mobile, sending personal clips or professional presentations, this guide will help you share videos easily, without ever worrying about file size limits again.
Why Email Providers Have Size Limits
Email wasn’t built to handle large files. Its original purpose was to send text-based messages, maybe with the occasional image or small document. Over time, users started relying on email for everything; including sending photos, videos, and other media-heavy files. That’s when size limits became necessary.
Email servers are shared systems. Every message takes up storage space and uses bandwidth to travel between networks. If everyone started attaching gigabyte-sized files to every email, those servers would quickly get clogged. To avoid this, providers enforce strict size limits. These limits protect server speed, inbox performance, and storage capacity.
These restrictions apply to both incoming and outgoing emails. If you try to send a file that’s too large, it may never leave your inbox. If someone tries to send you a file that’s too big for your provider’s limit, it might be rejected without ever showing up in your inbox. These limits apply not just to attachments but to the full size of the message; including the body text, headers, and encoding that email systems use behind the scenes.
Some users try to bypass these limits by compressing files or splitting them up. While that can work in some cases, it still risks failure if the file remains above the limit after encoding. It also increases the chance that your email will be flagged by spam filters or rejected entirely.
That’s why understanding these limits; and knowing your alternatives; is important. Sending large videos through email isn’t impossible, but it requires knowing how to work around the default settings most providers put in place.
Standard Email Size Limits for Major Providers
Every major email service provider has its own file size restriction. Some may advertise a particular size, but the actual usable space is often slightly lower due to email encoding. Here’s how they stack up.
Gmail supports attachments up to 25 MB, but that includes the total message size. If you attach a 24 MB video, and the message body adds more size through formatting or signatures, you might still hit the limit. Anything larger will need to be sent using Google Drive.
Outlook llows up to 20 MB per email. For business accounts using Microsoft 365, the limit can go up to 150 MB, but only if configured by the administrator. Most personal users stay capped at 20 MB.
Yahoo Mail also has a 25 MB limit per email. It does offer integration with Dropbox, so users can send larger files by linking instead of attaching.
Apple Mail depends on the email provider you’re using. The Mail Drop feature can send attachments up to 5 GB, but it uploads the file to iCloud first, then sends a download link. This only works for Apple users and expires after 30 days.
The differences here are significant. A file that works for Gmail might not get through Outlook. Apple users have a built-in workaround, but it’s not universal. That’s why relying on attachment alone rarely works for larger videos. Using cloud services or file-sharing tools often becomes the only way to send a video reliably.
Remember, when you compress or edit a video, you’re not just trying to get under a number; you’re trying to avoid the technical roadblocks that email systems enforce. Being aware of these limits helps you choose the best way to send a file the first time.
What Happens When You Send a Video Over the Limit
Trying to send a video that’s too large through email doesn’t just fail; it creates confusion. Most users expect email to tell them what went wrong. But that’s not always the case.
If you try to attach a large video directly, your email provider might stop you right away. You’ll get a message saying something like “Attachment exceeds allowed size” or “File too large to send.” This prevents the message from even leaving your outbox.
In some situations, the email seems to send, but the recipient never gets it. That’s because the sending server hands off the email, but the receiving server rejects it due to the size. There’s no universal warning that alerts you both. So one person thinks they sent something important, while the other never sees it at all.
Sometimes the message gets delivered, but the video itself is stripped out. The recipient sees the email, but the file is missing. This leads to confusion, especially if you don’t mention the video in the body of the message.
For business communication, this can cause missed deadlines or miscommunication. In personal situations, it leads to frustration and unnecessary back-and-forth.
Large video files can also cause delays. Even if the email does get sent, it may take a long time to upload or download. Recipients on slow internet connections may struggle to open the file at all.
To avoid all of these outcomes, it’s better to rely on a method that works reliably for both you and your recipient. Understanding what happens when an email fails helps you take the right steps before problems start.
Common Mistakes When Sending Large Videos via Email
A lot of users try quick fixes when sending large videos, but they end up making things worse. One of the most common mistakes is compressing a video too aggressively. Shrinking a high-quality video file down to fit under a size limit can cause it to become pixelated or glitchy. The end result may be unwatchable.
Another issue is using the wrong format. Not all email clients support every video file type. For example, MOV files might work well on Apple devices but not open on Windows without extra software. MP4 is the most widely supported format, but even that can be too large if you record in high definition or at a high frame rate.
Users often ignore resolution settings. Sending a 4K video when a 720p or 1080p version would do creates unnecessary problems. You end up trying to email a file that could be five times larger than necessary, without gaining anything in quality for the recipient.
Sometimes, the issue is on the receiving end. Even if your email goes through, the person you’re sending it to might not have enough space in their inbox to receive it. Or they might be on a mobile connection that makes downloading large files difficult.
Avoiding these mistakes means understanding not just your email’s limits but also the experience of the person getting your message. That’s why choosing the right format, trimming videos, and using sharing links can make everything smoother; for both sides.
Solutions for Sending Videos Without Size Issues
Sending videos by email without hitting size limits is easy if you use the right tools. Here are several solutions that can help you share even large videos smoothly and securely:
- Upload to a cloud storage service like Google Drive, Dropbox, or OneDrive. These platforms allow you to upload videos and then share a link to the file in your email. The recipient can click the link and view or download the video without worrying about email size restrictions.
- Use unlisted YouTube links if your video is meant for public viewing or sharing with a group. Upload your video to YouTube and set its privacy to “Unlisted” so only people with the link can view it. Then, include that link in your email message. It’s quick, easy, and doesn’t use your storage quota.
- Convert the video to a smaller format. If the original video is in a high-resolution format, converting it to a more compressed version like MP4 can help. You can use free tools such as HandBrake or VLC Media Player to reduce the file size while keeping decent quality.
- Try a file-sending service such as WeTransfer, SendTransfer, or Filemail. These services allow you to upload large files (often up to 2 GB or more for free) and send a download link via email. The recipient gets a temporary link to download the file within a limited timeframe, usually 7 to 14 days.
- For background on digital file transfers and their evolution. It offers a useful overview of how different file-sharing protocols and systems have developed to handle large data distribution.
Using any of these methods allows you to bypass the hard size limits of email clients, ensuring that your videos arrive intact and ready to view.
How to Email a Video Using Google Drive
Google Drive is one of the most reliable ways to send large videos through Gmail without worrying about size limits. Instead of attaching the file directly, you upload the video to your Google Drive, then insert a shareable link into your message.
To do this, first open Google Drive and log in with your Google account. Click the “New” button and select “File Upload.” Choose the video file from your device, and wait for it to finish uploading. Once it’s in your Drive, right-click the file and choose “Get link.”
Make sure the sharing settings are correct. If it’s set to “Restricted,” only specific people can view it. If you want anyone with the link to access it, change the permission to “Anyone with the link” and set it to “Viewer” or “Editor,” depending on what level of access you want to give.
Now go to Gmail, start a new email, and click the Drive icon at the bottom of the compose window. You’ll see a list of recent Drive files. Select the video and insert it. Gmail will automatically link to the video instead of trying to attach it. When the recipient opens your email, they can click the link and view the video in their browser or download it.
This method works well because Google Drive supports large files, maintains high playback quality, and offers privacy controls. Plus, it keeps your inbox clean since the file isn’t counted against Gmail’s message size limit. It’s a preferred method for both personal and business video sharing.
Sending a Video with Dropbox or OneDrive
Dropbox and OneDrive are also strong choices when you want to share large videos via email. Both platforms let you upload large files, then generate a simple link to share in an email.
To use Dropbox, sign in and upload your video file by dragging it into your folder or using the upload button. Once it finishes uploading, click the “Share” button next to the file. Choose “Create link” and then copy that link. Paste it into your email message, and the recipient can click it to view or download the video.
OneDrive works similarly. After logging in, upload your video to the cloud by selecting the file and choosing “Upload.” Once uploaded, right-click the file and select “Share.” A window will open with a link that you can copy. OneDrive lets you choose whether others can edit or just view the video.
These services are helpful because they offer consistent delivery, even for very large videos. They also support multiple file formats including MP4, AVI, and MOV, so you won’t run into compatibility issues. And because they are cloud-based, recipients can stream the video online instead of downloading it; saving time and storage.
Dropbox and OneDrive links can also be password-protected or set to expire after a few days. This adds a layer of privacy and control if you’re sharing sensitive content. Using these tools means your video never has to touch an attachment limit, and delivery is far more reliable.
Recording and Sending Shorter Video Clips
Sometimes, the best way to send a video through email is to make it shorter from the start. Long videos naturally take up more space. By trimming your video down to just what’s necessary, you can often bring it under the size limit without needing to compress or offload it to the cloud.
Most smartphones and computers now come with built-in tools for trimming videos. On an iPhone, for example, you can open the Photos app, select the video, tap “Edit,” and move the sliders to choose the section you want to keep. Android phones have similar editing features through the default Gallery or Google Photos app.
On Windows or Mac, programs like the Photos app (Windows) or QuickTime Player (Mac) let you trim videos easily. These edits are non-destructive, meaning you can save a new copy of the clip while preserving the original version.
Trimming is especially useful for messages where only a small part of the video matters. Instead of sending a five-minute recording, you can send a focused 30-second clip. Not only does this reduce file size, but it also makes your message easier to consume.
After trimming, you may find that the video is small enough to attach directly to your email. If not, you’re already in a better position to compress or upload it. Shorter videos are faster to upload, faster to download, and less likely to be blocked by file-size limits.
This method works best when you’re in control of the video content. If you’re editing someone else’s file or dealing with a fixed recording, other tools like compression or cloud sharing may be necessary. Still, it’s a great first step in managing file size before sending.
Reducing File Size Without Losing Quality
Sometimes, a video is just too large to send through email, even if it’s trimmed. That’s when video compression becomes necessary. The goal is to shrink the file while keeping the visual and audio quality as intact as possible. It’s all about finding the right balance between clarity and size.
One of the easiest ways to reduce file size is by changing the video format. For example, converting from MOV to MP4 can make a significant difference. MP4 is widely accepted across devices and email clients, and it usually offers better compression without losing quality. Tools like HandBrake and VLC Media Player are free and allow you to convert videos with simple settings.
Resolution plays a huge role in file size. A 4K video can be three or four times the size of a 1080p video. Unless you need ultra-high definition, reducing the resolution to 720p or 1080p can save megabytes without making the video unwatchable. Frame rate matters, too. Reducing from 60 frames per second to 30 can also help lower the file size.
Another setting to check is the bitrate. Bitrate controls how much data is processed each second of video. A high bitrate means better quality; but also bigger files. Lowering the bitrate reduces the file size, and you can usually do this without noticing much difference during playback, especially for short or less-detailed clips.
If you’re compressing videos regularly, using a tool that offers presets for email sharing can save time. Many video editors have export settings labeled specifically for “Email” or “Mobile,” which apply optimal compression for sending over the web.
Make sure to preview the video after compression to ensure quality is acceptable. You don’t want your recipient to open a blurry or distorted file. With the right settings, you can reduce a file from 100 MB to 20 MB and still have something that looks good on most screens.
By understanding these simple adjustments, you can make even large videos small enough for easier sending; without sacrificing how they look or sound.
Emailing a Video on iPhone or Android
Sending videos from your phone might seem easier, but mobile devices come with their own limits and quirks. Most default email apps on iPhone and Android won’t let you send large video files as direct attachments. Instead, they offer built-in solutions to share videos via cloud storage or by reducing the quality automatically.
On iPhone, if you try to send a video through the Mail app and it’s too large, you’ll be prompted to use Mail Drop. This uploads your video to iCloud and sends a link to the recipient instead of attaching the file. Mail Drop supports videos up to 5 GB and works well between Apple users.
For Android, when you try to email a large video from your gallery or file manager, you may be asked to send it via Google Drive instead. Android devices often integrate with Gmail and Drive, making it seamless to upload and share a video link within the Gmail app.
It’s important to know that using mobile data to upload large videos can be slow and may use up your data allowance. For best results, connect to Wi-Fi before sending large files.
To attach smaller video files directly, you can go into your email app and tap the attachment icon. This brings up your file manager, where you can select the video you want to send. If you’re unsure how to do this on Apple devices, check out the guide add email attachments on iPhone, which walks you through all the options available.
If you regularly send videos from your phone, using a file-sharing app like WeTransfer or Google Photos can save time and avoid problems. These apps generate shareable links that you can paste into your email.
Mobile sharing is fast and flexible; as long as you work within the limits and use tools designed for the job.
Alternatives to Attaching the Video Directly
Attaching videos directly to an email is not always the best option, even when the file size fits. There are other ways to share videos that are often more reliable, secure, and user-friendly.
One popular method is to include a link to the video instead of the file itself. You can do this by uploading the video to a cloud platform or video host and then pasting the link in your email message. This reduces the risk of file rejection and makes the email easier to load.
Another alternative is to embed a thumbnail image or a screenshot of the video in your email body. Link the image to the video’s online location. This adds visual interest and lets recipients know exactly what to expect when they click.
In some cases, you may want to include the video as a downloadable attachment, but also offer a link as a backup. This is helpful when you’re unsure of the recipient’s system limits or network speed. That way, if one method fails, the other can still be used.
If your video is part of a larger conversation or project, consider sending it as part of a thread. You can even forward a previous message with the video included.
When deciding how to share, think about what’s easiest for the person receiving the video. Giving them a link, instead of a heavy file to download, may be the better option; especially if they’re using a mobile device or slow internet connection.
Choosing the right method improves your email’s deliverability, speeds up communication, and ensures the video is received and viewed without any technical hiccups.
Backing Up Shared Videos for Later Access
When you send a video via email; especially one linked through cloud storage; you want to make sure it doesn’t disappear over time. Many sharing links have expiration dates, and cloud accounts can be deleted or changed. That’s why backing up your shared videos is a smart step, both for you and your recipient.
Cloud backups are the easiest solution. If you’ve uploaded a video to Google Drive, Dropbox, or OneDrive, it’s already backed up to that cloud server. Make sure you organize your folders clearly and name your files in a way that’s easy to search later. If you want an extra layer of safety, save a copy on a different platform or physical storage device like an external hard drive.
Encourage recipients to download and save a copy too, especially if it’s an important or time-sensitive video. Many cloud links are valid for only a few days or weeks, after which the file becomes inaccessible.
For ongoing projects or shared team content, using shared folders is helpful. These folders allow multiple people to upload, view, and access files in one place. You can even set version control so older uploads aren’t lost when updates are made.
If you’re using a mobile device to manage video sharing, ensure that your sync settings are active. This ensures that videos saved to your device are also backed up to your cloud account automatically. Android and iOS both support auto-backup for photos and videos, and enabling this feature can prevent accidental loss.
Backups are especially useful when videos are used for documentation, legal purposes, or business records. By having a secure, accessible copy saved elsewhere, you protect yourself and avoid having to resend large files again in the future.
Saving Emails Containing Video Links or Confirmations
After you send a video link or share access to a cloud file, you may need to reference that email later. Whether for business tracking or personal organization, saving these emails can be helpful. One of the easiest ways to do this is by converting the email into a PDF.
Saving an email as a PDF preserves its content, format, and all clickable links. This allows you to keep a record of what you sent, when you sent it, and to whom. Most email platforms now offer a print-to-PDF option. On Gmail, for instance, you can open the message, click the three-dot menu, choose “Print,” and then select “Save as PDF” from the print window.
If you’re working on a mobile device, the process is slightly different but still simple. On iPhone or Android, open the email in your app, tap the share icon or menu, and look for “Save as PDF” or a print option that leads to PDF export. Once saved, you can store the file in your device storage or upload it to a cloud folder.
Saving your emails as PDFs is especially helpful when sending videos for professional use. It gives you a documented trail of communication and ensures that you can always prove when a file was shared, even if the link eventually expires.
Security Tips When Sending Videos via Email
Whenever you’re sharing a video via email; especially using a link; you need to think about security. Not all videos are meant for public eyes. Whether it’s a confidential project, a personal message, or proprietary content, taking the right precautions helps protect your files from being accessed by the wrong person.
First, check your sharing permissions before sending. When using services like Google Drive, Dropbox, or OneDrive, you can decide who can access the file. If your link is set to “Anyone with the link,” that means anyone who gets the link can open the video. That might be fine for general use, but not if the content is private. In those cases, change the setting to “Only people with access” and enter specific email addresses.
For extra protection, some platforms allow password protection on shared links. This adds a second layer of security. Only users with the password can open the file, even if they have the link. Services like Dropbox and WeTransfer support this feature.
You can also set expiration dates on links. This ensures that access ends automatically after a certain period, reducing the risk of someone finding or forwarding the link later. For time-sensitive or temporary content, this is a good option.
Avoid putting sensitive details in the email body. If you need to explain what the video contains, keep it brief. Never include personal information, financial data, or login credentials in the same message as your video link.
If you’re sharing content across borders or in regulated industries, check compliance policies. Some data sharing may require encryption or may be subject to legal restrictions.
Finally, don’t ignore updates from your cloud service provider. They often roll out new security features that can enhance how you protect your files. Using these options ensures that your videos are viewed only by the people you trust.
Conclusion
Sending videos by email doesn’t have to be difficult, even when file sizes push beyond standard limits. The key is knowing what tools to use and how to adjust your approach when a direct attachment won’t work. Whether you’re working from a desktop, laptop, or smartphone, you have several reliable options that ensure smooth delivery and secure sharing.
You’ve now seen why email providers limit file sizes and what happens when you exceed those limits. You’ve also learned how cloud platforms like Google Drive, Dropbox, and OneDrive offer simple workarounds that let you share high-quality videos without worrying about bounce-backs or delivery errors. And if you’d rather compress a file or trim it down, you have tools and techniques available to reduce size without losing clarity.
For mobile users, built-in options such as Mail Drop or Drive integration provide quick solutions. And for anyone concerned about privacy, setting permissions and link expirations adds peace of mind when your content is sensitive.
The next time you need to send a video; whether it’s a family moment, a work presentation, or a creative project; you won’t be limited by file size. You’ll have a system in place that works every time.
FAQs
1. What is the easiest way to send a video larger than 25 MB via email?
The easiest way is to upload the video to a cloud storage service like Google Drive or Dropbox and share the link in your email message. This avoids size limits entirely.
2. Can I attach a video directly from my iPhone?
Yes, but only small videos will go through. For larger files, your iPhone will offer to send via Mail Drop or another method, such as uploading to iCloud.
3. What format should I use for smaller file sizes?
MP4 is the most efficient and widely supported format. It balances quality and compression better than formats like AVI or MOV.
4. Are there privacy risks in sharing videos via email links?
There can be, especially if the link is public. Always check sharing settings and consider using password protection or setting expiration dates when sending sensitive content.
5. What if the recipient can’t open the video link I sent?
Ask them to check permissions or try a different browser. You may need to resend the link with updated access settings or use an alternative sharing method like a different platform.
