How to Share Large Files Easily Online

We have at some point tried to share a large video file, a folder of high-res photos, or an extensive project with someone via the internet only to receive error out notifications or very slow upload times. If you are a student, creative professional, or working on a team that has to put together work docs, sharing large files is a frustration until you know the right techniques.

The good thing is we have at hand very easy and effective solutions for sharing large files online. You don’t require fancy software or in-depth knowledge, just the right method. This guide takes you through the best practices which will have you sending large files fast, securely, and with minimal trouble.

1. Compress first.

Before you think of what to do with your files, take a step back to reduce their size. What we do is compress, which in turn makes the file or folder into a .zip or .rar format. This not only reduces the size but also puts all your elements into a single package. Also, this is very useful when you are sending out many files at once, for example a set of documents or a series of photos.

On a great many computers, compression is a feature which comes pre-installed. You select your files, right click, and go with the compress or zip option. This in itself may see a great reduction in file size and makes it easy to send all at once.

2. Use cloud storage services.

One of the easiest ways to share large files is through use of cloud storage services. These platforms are remote servers that you upload your file to, and they generate a shareable link. You then may send out that link to whoever you wish and they in turn have access or download the file at their own convenience.

Cloud storage is a great option which does away with the size issues that traditional email attachments have. Also, you are able to choose who gets access to your files, organize them in folders, and in some cases even work on them in real time.

Note that some free accounts have limited storage, which is why if you are a heavy file sharer you may want to look into clean-up tips or account upgrades.

3. Break out into smaller sets of files.

If you are working with very large files like raw video or multi-gigabyte archives, you may see that breaking the file up into multiple parts is a better solution. Out there are many file split utilities that will take a large file and break it into many more manageable pieces.

Once a part is uploaded or shared out, the recipient can put it together with the same tool for reassembly of the file. It may sound very technical, but in fact, most modern tools present a very user-friendly interface. The benefit of this is that it makes the upload and download process easier, which in turn is particularly useful when you are at the mercy of internet speed.

4. Use file transfer services.

There are file exchange platforms which have been designed for the transfer of large files point to point between individuals. We do not use cloud storage with these services, which means you do not have to create folders or store files long term. You upload the file, put in the recipient’s email address and hit send. The file is available for download for a limited time, usually a few days.

This method works well for fast transfers of files and also in the case of one-time sends. Also, it is useful when you are sending out sensitive or temporary info, as the file usually goes away after the download window expires.

5. Steer clear of email for large files.

Email does a great job with short messages and small attachments, but is out of its league when it comes to large files. Most email platforms have a 20 to 25 MB attachment limit. If you try to send a file that is too large, your email will either bounce back or fail to send.

Even if you try to compress the file, email still isn’t a good tool for heavy transfers. What we suggest is to send a link to the file which is hosted elsewhere — in the cloud or via a transfer service. Thus you keep email lightweight and at the same time get the job done.

6. Use removable media and physical copies (when possible).

Yes, of course what we are discussing is online transfer of files, but at times the best way to share large files is the good ol’ fashion method of using a USB stick or external drive and handing it over. Also, this is a great solution in cases of poor internet connection or when you want to keep your info off the net.

You may also send the USB out if the recipient is in a different location. Although this isn’t real time, it is still by far the most secure and reliable means of large file transfer we have. Also, once the transfer is done you have a physical backup which is always a plus.

7. Check out Bandwidth and Upload Speeds.

One issue that is often left out in the discussion of online file sharing is your internet speed. If my upload bandwidth is slow, no tool will help. Large files take time to upload, and also if your internet drops in the middle of the transfer you will have to start from the beginning.

To improve your file sharing experience, try scheduling uploads at night when there is less traffic, or use wired connections for better stability. Also, some services which we have, which you may use, support resumable uploads, which in turn means if your internet connection drops you can resume right where you left off.

8. Use of P2P Sharing.

For people that value speed and directness, P2P sharing is a great option. With P2P tools, files go from your computer to the recipient’s right away instead of first uploading to a third-party server.

This is also true for real-time file transfer, which is the case for live collaboration or team projects. Also, we see that it helps with server limits because you are using your own machines and connection for the transfer.

Make sure both of you have the same tool installed and that you trust the recipient, which, in P2P sharing, doesn’t offer the same protective layers as cloud services.

9. Protect your files with passwords.

When it comes to large confidential files like contracts, legal docs, or personal projects which you want to share, it is a good idea to add an extra layer of security. Many programs which you use to send or share files have a feature which allows you to put in a password. This in turn ensures that only the intended recipient may access the shared content. Also, in the event that the link gets into the wrong hands.

Also, some services present expiration dates, view limits, or download caps to do so, which is the online equivalent of putting your letter in a sealed envelope and marking “confidential” on it.

10. Maintain a structured system for shared files.

Once out of the blue you start sending out large files, issues will arise soon. You will not be able to recall what was sent, to which person, or at what time. That is when it’s time to put into place a personal system.

You can make a system of storing which files you have shared by creating folders for them, come up with a naming convention that includes the date and purpose of the file, also you may use a spreadsheet to keep track of which files you have sent out. This is very useful for professionals that deal with many versions of documents or client-specific materials.

A good structure prevents you from sending the wrong version of a file out or duplication of effort. Also, it makes it easy to troubleshoot should something go wrong or a link expire.

Conclusion

Sharing large files online is a breeze. Say goodbye to headaches and hello to a few preparations and the right approaches, which is what we are here to share. As for which option you should go for — from cloud storage to file splitting tools, direct transfer services, and good old physical media — the main thing is to use what best fits your needs.

There is a solution to it. You just need the right approach.