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Wednesday, February 21, 2024

Easy ways to Send files from Google Drive – How to send large files

Sending files from Google Drive is a convenient way to share documents, images, and other files with others. Google Drive offers several options for sending files, including both easy and efficient ways to send large files. Here’s how you can do it:

Share a Link:

Go to Google Drive (drive.google.com) and locate the file you want to send.

Right-click on the file and select “Share.”

In the sharing settings, choose “Anyone with the link can view” or a more restrictive sharing option if needed.

Click “Copy link” and then share the link with the person you want to send the file to via email, chat, or any other communication method.

Send via Email:

Compose a new email in Gmail.

Click the “Insert files using Drive” icon (a Drive icon) in the email composition window.

Select the file you want to send from Google Drive.

Click “Insert” to attach the file to the email. Gmail will automatically grant access to the recipient if they have the link.

Use Google Drive’s “Send a Copy” Feature:

In Google Drive, right-click on the file you want to send.

Select “Send a copy.”

Choose the recipient’s email address, add a message, and click “Send.”

Send Files via Google Workspace (formerly G Suite):

If you’re using Google Workspace (formerly G Suite), you can send files directly via Google Chat or Google Meet during a meeting or chat session.

To send large files:

Create a Shareable Link with Permissions:

In Google Drive, right-click on the large file or folder.

Select “Share” and adjust the sharing settings to “Anyone with the link can view/edit/comment” or “Specific people can access.”

Click “Copy link” and share it with the recipient. They can access and download the file via the link.

Use Google’s Built-in Compression:

If you have a large file that’s just slightly over your email attachment limit, consider using Google’s built-in compression.

Right-click on the file, select “Download,” and choose “Compressed (zipped) folder.”

This will create a compressed ZIP file that may reduce the file size enough to be sent as an email attachment.

Split Large Files into Smaller Parts:

Use file-splitting software or a file archiver like 7-Zip or WinRAR to split large files into smaller parts.

Share the smaller parts individually, and the recipient can reassemble them at their end.

These methods should help you send files from Google Drive easily, whether they’re small or large. Be mindful of file permissions and sharing settings to ensure the recipients have the appropriate access.

Certainly, here are a few more methods and tips for sending large files from Google Drive:

Use Google Workspace for Business:

If you have a business or organization, consider using Google Workspace (now known as Google Workspace for Business) for enhanced file sharing capabilities. Google Workspace offers more storage space and advanced sharing options, making it easier to send large files to colleagues or team members.

Upgrade Google Drive Storage:

If you frequently need to send and store large files, you can upgrade your Google Drive storage plan. This will give you more space to store files, reducing the need to compress or split them before sending.

Send Files via Google Photos:

Google Photos also allows you to store and share photos and videos. If you have large media files, consider using Google Photos to share them. Google Photos provides free storage for high-quality photos and videos.

Third-Party File Sharing Services:

If you need to send extremely large files that exceed Google Drive’s storage capacity, consider using third-party file-sharing services like Dropbox, WeTransfer, or Microsoft OneDrive. These services specialize in sharing large files and may offer larger storage capacities.

Password-Protect and Encrypt Files:

For added security, you can password-protect and encrypt your files before sharing them. You can use third-party tools like 7-Zip or WinRAR to create password-protected and encrypted archives.

Set Expiration Dates for Links:

If you want to limit the access to your shared files, you can set expiration dates for the links you share from Google Drive. This way, the link will automatically become invalid after a specified period.

Use Google Drive Desktop App:

If you’re frequently sharing large files with colleagues, consider using the Google Drive Desktop app. It allows you to sync your Google Drive files with your computer, making it easier to share them directly from your local storage.

Check Recipient’s Storage Space:

Before sending a large file, check if the recipient has enough storage space to accept it, especially if they’re using a free Google Drive account. If they don’t have enough space, you may need to explore alternative methods.

Remember to be mindful of file sizes and recipient capabilities when sharing large files. What works best may depend on your specific needs, your recipient’s setup, and the sensitivity of the data you’re sharing.

Here are a few more tips and considerations when sending files from Google Drive, especially when dealing with large files:

Notify Recipients:

It’s a good practice to inform your recipients in advance when you’re sharing large files. This way, they can be prepared for the download and allocate sufficient time and resources if necessary.

Check File Formats:

Some file formats are more efficient for sharing than others. For example, PDFs or compressed image formats like JPEG can be easier to send and download than large, uncompressed image files or video files.

Use Google Drive File Stream (For Google Workspace Users):

Google Drive File Stream is a feature for Google Workspace users that allows you to access and stream your Google Drive files directly from your computer, without taking up local storage. This can be especially helpful for working with large files.

Consider Collaborative Editing:

If you need multiple people to work on a file simultaneously, consider using Google Workspace apps like Google Docs, Sheets, or Slides. These apps allow real-time collaboration and can be more efficient than sending files back and forth.

Regularly Clean Up Your Google Drive:

To avoid clutter and confusion, regularly review and clean up your Google Drive by deleting or archiving files you no longer need. This will help you manage your storage more effectively.

Keep an Eye on Storage Quotas:

Be aware of your own Google Drive storage limits, especially if you have a free Google account. Large files can quickly fill up your storage space.

Share Folders Instead of Individual Files:

If you have multiple related files, consider organizing them into a folder and sharing the entire folder. This can make it easier for recipients to access all the necessary files in one place.

Test Links and Permissions:

Before sending a link to others, test it yourself to ensure the permissions are set correctly. You don’t want to accidentally share a link that gives too much or too little access.

Use Google Drive Mobile Apps:

If you need to share files from a mobile device, you can use the Google Drive mobile app to generate shareable links and send files on the go.

Monitor Sharing Activity:

Periodically review the sharing activity on your Google Drive to ensure that only authorized individuals have access to your files. Revoke access for any outdated or unnecessary shares.

By following these tips and using the various methods available in Google Drive, you can efficiently send files of different sizes while ensuring security and accessibility for your recipients.

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