How do I send a file by e-mail? Answer: by secure transfer!
How do I send a file by e-mail?
- Answer 1: compress your file in zip format, upload it as an attachment to your e-mail and send your message. This solution is possible if the size of your file does not exceed 5 MB or 25 MB, depending on the e-mail service you use (Gmail, Outlook or other).
- Answer No. 2: Your file is too large to be sent by e-mail. If your data is not sensitive, use a free service available on the Internet to e-mail a link to download the compressed file.
- Answer No. 3: if you're a company, use one of the secure data transfer software programs recommended in this article and compliant with the RGPD.
We explain how to handle secure file transfer:
Answer 1: send a .zip file by email
How do I attach a file by e-mail? How to send a complete file as an attachment? How do I compress a file to send it by e-mail? How do I send a compressed file by e-mail? Find the answer to all these questions by following the steps below.
Step 1: compress your file
Procedure for obtaining a compressed folder (also known as a "zip") on Windows 10, Windows 7, Windows 8.1 and Mac OS (Mojave, Sierra):
- assemble the files to be transferred in a folder,
- right-click on the folder,
- select "compressed folder" then "send to",
- The compressed folder is then displayed with the same name as the original folder, but with the .zip extension and a smaller file size.
If you're using an older operating system on your PC (Windows) or Macintosh that doesn't allow right-click compression, you'll need to search for file-compression apps such as WinZip, WinRAR, 7zip, or Stuffit Expander for Mac OS, then install the application on your computer.
For Linux operating systems such as Unbuntu, you can compress a folder with a simple right-click.
Don't forget to read each step before clicking "OK" to install your application or compress your folder.
Step 2: Check the weight of the compressed folder
Check that the size of the compressed folder does not exceed the maximum size authorized by your e-mail service:
- 10 MB maximum with Free's e-mail service,
- 25 MB maximum with Gmail,
- 25 MB maximum with Outlook or Hotmail,
- 25 MB maximum with Orange,
- 15 MB maximum with SFR,
- 10 MB maximum with Yahoo! Mail.
Step 3: Attach the file to your message
... and click on "send"! That's it: you've just sent your file by e-mail!
Tutorial: sending a file via Outlook
How do I send a file by e-mail using Outlook? Find out in the following video :
Tutorial: sending a file via Gmail
How do I send a file via Gmail? Find out in the following video:
Note: the recipient of your e-mail and the attached file must be able to decompress the compressed file. Make sure he or she is equipped with a tool enabling him or her to do so.
Answer no. 2: use a free service on the Internet
How do I send a folder of photos? How do I transfer a folder to send photos? When your e-mail service doesn't allow you to send a large file by e-mail, you can compress a file online using a free Internet service.
This kind of service limits the sending of large files to a maximum of 2 GB per shipment, and the download url is ephemeral (available for only about 10 days). No registration is required, and no account needs to be created.
However, beware of the free tree that hides a potential forest of IT security problems...
Sending a file via WeTransfer
To transfer a large file (2 GB maximum), you can use WeTransfer free of charge.
Here's how to send a file using WeTransfer:
- in the menu, click on "Add your files",
- enter your contact's e-mail address in the "Send to" field,
- enter your e-mail address,
- write your message and click on "transfer".
Video tutorial for sending large files with WeTransfer :
WeTransfer is widely used by individuals to send messages containing large files. These practices have become commonplace. No connection required. No technical knowledge required. A computer, the Internet, and you can start transferring files!
Users see advertisements in exchange for free use of the service. Note: WeTransfer Plus is the paid version of the service and allows uploads of up to 20 GB.
Send photos with TransferNow
An equivalent site to WeTransfer, the TransferNow online application lets you send photos by e-mail, as well as other types of documents.
Here's how to send a file by e-mail with TransferNow:
- upload your compressed folder containing your photos,
- enter your recipient's e-mail address,
- Fill in your e-mail address,
- enter the subject of your message,
- write your message,
- click on "send" and you're off!
4 GB per transfer of a large file: this is the limit for the free version, with advertising displayed. In the premium/paid version, uploading a large file is possible up to 20 GB.
Data transfer unsuitable for businesses
appvizer could create a forum dedicated to the issue of IT security, such is the thorniness of the subject. In particular, news related to the US Cloud Act and the RGPD fueled our magazine in 2018.
Let's imagine the messages posted and frequently asked questions about using a free online service to share a compressed folder by e-mail:
- Is the online service hosting the data subject to U.S. or European data protection laws?
- Is data confidentiality guaranteed? What protection is there against viruses or cyber-attacks?
- Are shared files protected by security certificates meeting the standards recommended by ANSSI (Agence nationale de la sécurité des systèmes d'information) and other authorities?
- Are my staff aware that they can lose or corrupt vital data by using free tools without authorization from the CIO?
- When did my CIO last intervene to identify and prohibit shadow IT practices in my company?
- Are video games installed on the sly a threat?
- Are office automation tools infected?
- Is the hardware in good working order?
There's no need to comment: the answer is, in many cases, uncertain. But the perfect tool does exist. Let's take a look at some 100% secure solutions for sending files...
Answer no. 3: use secure transfer software
How to send a file by e-mail without compressing it? It's possible to send a file by e-mail on a Mac or PC without any limits and in total security.
Here's a high-tech benchmark of professional software: the best answers for sending files by e-mail. appvizer invites you to compare the free services and professional software presented here.
This will enable you to choose a comprehensive tool for your business, and share confidential content securely with your colleagues, customers and suppliers.
Transfer files with BlueFiles
BlueFiles pro software is particularly popular with lawyers, auditors and CIOs, as it encrypts files and folders before they are shared by email.
Executive committees and companies dealing with medical data, such as the ORPEA group, have adopted this solution, because it's easy to use, and eliminates any risk of data leakage.
Discover in the following video how to encrypt your files and share them securely with the BlueFiles solution:
You can use two solutions to transfer your folders and files securely with BlueFiles:
- Solution 1, printing BlueFiles encrypted files and sending them by e-mail:-
- transform your file into an encrypted .blue format, by selecting "print" in the menu, then "BlueFiles printer",
- choose the e-mail addresses to send it to,
- send your encrypted file by e-mail,
- recipients authenticate themselves to access the encrypted file,
- recipients decrypt the file to access it.
- Solution no. 2, online folder transfer:
- right-click on the folder to be shared to add your recipients,
- click on "send", and the solution automatically routes all messages,
- recipients receive an e-mail with a link to access the shared folder,
- recipients must authenticate themselves to access the encrypted folder,
- recipients download and decrypt the folder to access it.
🔐 The solution helps you ensure your data privacy and security policy:
- the editor holds the TRUSTe certificate and the France Cybersecurity label,
- data is hosted in France,
- user rights can be managed in real time to grant or remove access to a specific file,
- each contact is assigned a unique digital identity, guaranteeing secure access and traceability of file-related actions,
- the solution is RGPD-compliant,
- strict server access control.
Sending files with J-Doc
J-Doc's professional software is convincing CIOs from small and medium-sized businesses, ETIs and large groups who want to get rid of the multiple free solutions used by employees within the organization, and the related security problems.
Users of the solution include radiology and medical practices, law firms (sharing of confidential documents), local authorities subject to legal obligations concerning document exchange, and consulting firms and house builders.
In the following video, you'll find a tutorial showing how to share a file securely by e-mail using the J-Doc platform:
The solution lets you manage your personal, password-protected space. You create a folder, and drag-and-drop the files you want to share into it.
Two solutions for transferring a folder with J-Doc pro software:
- Solution° 1 :
- copy and paste the download link into the body of the email to be sent, linking to a phrase like "click on this link";
- give the password to access the download link by telephone to the e-mail recipient.
- Solution no. 2 :
- select a contact from the software interface,
- associate a username and password with your contact,
- the software automatically sends a message to your contact with a link inviting him/her to connect to a secure area, along with his/her login and password,
- choose which folder you wish to share with your contact,
- enter your contact's name,
- your contact receives an e-mail notification informing him/her that you have shared a folder with him/her.
🔐 Strong arguments to guarantee data security and confidentiality:
- your data storage is encrypted with secure hosting in France,
- the editor holds ISO 27001 Certification, with full compliance with the RGPD,
- compliance with ANSSI recommendations,
- fully configurable user access rights,
- traceability of events linked to a file is omnipresent, thanks to time stamping,
- a virtual server is dedicated to each user client.
Sharing data with LockTransfer
LockTransfer is the secure file-sharing solution from the LockSelf professional suite.
The French publisher offers a suite of safe-type solutions certified by ANSSI, so that VSEs, SMEs and large groups can manage and share their sensitive data in complete security.
SNCF, BNP Real Estate and Bouygues Telecom secure their file sharing by encrypting attachments, and use secure exchange spaces for their customers, suppliers and external collaborators.
See the interface with a preview of the platform's dashboard in the following video. This is a tutorial explaining how to share a file securely by e-mail with the pro LockTransfer software:
Steps to share a folder with LockTransfer software:
- add your compressed folder or files to be transferred,
- enter your recipient's e-mail address (multiple recipients possible),
- enter a password to secure access to your files,
- enter your recipient's cell phone number,
- choose the number of downloads for each file,
- set an expiry date if you wish to limit the sharing of documents over time, - enter a comment or specify the number of downloads for each file.
- you can add a comment or specify an indication such as "for validation", for example,
- indicate whether you wish to receive a download confirmation (very useful for coordinating urgent actions),
- click on "send".
On the recipient side :
- the receiver of the e-mail receives a message with a link to access the shared folder,
- they receive the password by SMS to authenticate themselves on the folder access web page,
- they can download the shared folder or files .
You can change access rights at any time, and track actions taken on a specific file in real time, thanks to the historical log. The history traces the actions carried out on the file, enabling traceability of shared data, the user's IP address and so on.
🔐 Data security and confidentiality are assured:
- the publisher offers secure hosting in France, via the Private Cloud, Outscale France,
- the editor holds CSPN certification issued by ANSSI, guaranteeing high data protection,
- every file is AES256 (Advanced Encryption Standard) encrypted, a military-grade level of protection!
Secure, store and share documents with oodrive_share
Oodrive's solutions are among the most secure on the market, helping SMEs, ETIs and major groups to make the transition to a secure ecosystem while protecting their sensitive data. Oodrive's customers include the French government (Assemblée Nationale, Medef), as well as private sector companies (banks, retail, luxury goods, industry, etc.).
Its oodrive_share platform is entirely dedicated to online file storage, synchronization and transfer. It offers a collaborative space for storing your documents, organizing them, synchronizing them and sharing them with colleagues, customers or suppliers. They can consult them wherever they are, and whatever device they're using (computer, tablet or mobile).
To make it easier to send large files by email, oodrive_share automatically converts large files into secure links when you attach them to an email, directly from your inbox.
The benefits of the solution :
-
data is secure, thanks in particular to SSO single sign-on and encryption,
-
no volume limit for sending,
-
possibility of cancelling file availability in the event of a recipient error,
-
keep control over your shared documents by defining, for example, a maximum number of downloads and a cut-off date, a password to access the file or rights (read-only or modification),
-
track the history of people's interactions with your files.
🔐 Data security and confidentiality are assured:
-
ISO 27001 certified,
-
Cloud Confidence certified,
-
SecNum Cloud certified,
-
data is hosted in France,
-
data is encrypted using the advanced encryption standard (AES).
Our ranking of answers to the question "How do I send a complete file by e-mail without corrupting my data?" is complete. Make your choice now!
Updated article, originally published February 2019.
Article translated from French