How do I send a file by e-mail? Answer: by secure transfer!

How do I send a file by email?

• Answer 1: compress your file in zip format, download it as an attachment to your email and then send your message. This solution is possible if your file is no larger than 5 MB or 25 MB, depending on the email service you use (Gmail, Outlook or other).


• Answer 2: Your file is too large to be sent by email. 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 are a company, use one of the secure data transfer software packages recommended in this article and which comply with the RGPD.

We explain how to handle file transfers in complete security:

See all software File Transfer

Answer 1: send a .zip file by email

How do I attach a file by email? How do I send a complete file as an attachment? How do I compress a folder to send it by email? How do I send a compressed file by email? 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):

• Put the files you want to transfer together in a folder,
• right-click the folder with your mouse,
• 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 are using an older operating system on your PC (Windows) or on your Macintosh computer that does not allow you to compress using a right-click, you should look for file compression applications 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.

Remember 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 authorised by your email service:

• 10 MB maximum with Free's email 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 "send"! That's it: you've just sent your file by email!

Tutorial: sending a file using Outlook

How do you send a file by email using Outlook? Find out in the following video:

Tutorial: sending a file using Gmail

How do I send a file using Gmail? Find out in the following video:

Note: the recipient of your email and the attached file must be able to decompress the compressed file. Make sure they have a tool that allows them to do this.

Answer no. 2: use a free service on the Internet

How do I send a folder of photos? How do I upload a folder to send photos? If your email system doesn't allow you to send a large file by email, you can compress a file online using a free internet service.

This type of service limits the sending of large files to a maximum of 2 GB per transmission, and the download URL is ephemeral (only available for around 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...

Send a file using 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 email address in the "send to" field,
• enter your email address,
• write your message and click on "transfer".

Video tutorial for sending a large file with WeTransfer :

WeTransfer is widely used by individuals to send messages containing large files. These practices have become commonplace. No connection is 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 up to 20 GB to be sent.

Send photos with TransferNow

An equivalent site to WeTransfer, the TransferNow online application lets you send photos by email, as well as other types of document.

The procedure for sending a file by email with TransferNow :

• upload your compressed folder containing your photos,
• Fill in your recipient's email address,
• Fill in your email address,
• enter the subject of your message,
• write your message,
• click on "send" and you're ready to go!

4 GB per transfer of a large file: this is the limit imposed on the free version, with the advertisement displayed. With the premium/paid version, you can send a large file up to 20 GB.

Data transfer unsuitable for businesses

appvizer could create a forum devoted to the issue of IT security, such is the thorniness of the subject. News related to the US Cloud Act and the RGPD, in particular, fuelled our magazine in 2018.

Imagine the messages posted and frequently asked questions about using a free online service to share a compressed file by email:

• Is the online service hosting the data subject to US laws or European regulations on the protection of personal data?


• Is the confidentiality of the data guaranteed? What protection is there against viruses or cyber attacks?


• Are shared folders protected by security certificates that meet the standards recommended by ANSSI (Agence nationale de la sécurité des systèmes d'information) and other authorities?


• Are the members of my company aware that they can lose or corrupt vital data by using free tools without the authorisation of the CIO?


• When did my CIO last intervene to identify and ban shadow IT practices in my company?


• Do video games installed on the sly pose a threat?


• Are office automation tools infected?


• Is the IT equipment 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...

See all software File Transfer

Answer no. 3: use secure transfer software

How do you send a file by email without compressing it? It is possible to send a file by email on a Mac or PC without any limits and in complete security.

Here is a High-Tech benchmark of professional software: they are the best answers for sending a file by email. appvizer invites you to make comparisons between 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.

Transferring files with BlueFiles

BlueFiles pro software is particularly popular with lawyers, audit firms and IT departments, because it encrypts folders and files 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 is 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:

1. Solution 1, printing BlueFiles encrypted files and sending them by e-mail:-
   • convert your file into an encrypted .blue format by selecting "print" in the menu, then "BlueFiles printer",
   • you choose which email addresses to send it to,
   • you send your encrypted file by email,
   • the recipients authenticate themselves to access the encrypted file,
   • the recipients decrypt the file to access it.


2. Solution 2, transferring a folder online:
   • Right-click on the folder to be shared to add your recipients,
   • click on "send" and the solution will automatically forward all the messages,
   • the recipients receive an email with a link to access the shared folder,
   • Recipients must authenticate themselves to access the encrypted folder,
   • the recipients download and decrypt the folder to access it.

🔐 The solution helps you ensure your data privacy and security policy:

• the publisher 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,
• A unique digital identity is assigned to each contact, guaranteeing secure access and traceability of file-related actions,
• the solution complies with the RGPD,
• server access is strictly controlled.

Sending files with J-Doc

J-Doc's professional software has won over CIOs at VSEs, SMEs, ETIs and large groups who want to get rid of the many free solutions used by employees within the organisation, and the associated security problems.

Users of the solution include radiology practices and doctors' surgeries, law firms (sharing confidential documents), local authorities subject to legal obligations regarding document exchanges, consultancy firms and house builders.

The following video provides a tutorial on how to share a file securely by email 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 the folder.

There are two ways of transferring a folder using J-Doc pro software:

1. Solution° 1 :
   • copy and paste the download link into the body of the email to be sent by linking to a sentence such as "click on this link";
   • give the password to access the download link by telephone to the recipient of the email.


2. Solution 2:
   • Select a contact from the software interface,
   • assign a username and password to your contact,
   • the software will automatically send a message to your contact with a link inviting them to connect to a secure area, along with their login and password,
   • Choose which folder you want to share with your contact,
   • enter your contact's name,
   • Your contact will receive an email notification informing them that you have shared a folder with them.

🔐 Solid arguments to guarantee data security and confidentiality:

• the storage of your data is encrypted with secure hosting in France,
• the publisher holds ISO 27001 Certification, with full compliance with the RGPD,
• compliance with ANSSI recommendations,
• user access rights can be fully configured,
• 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 in 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.

The 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 folder securely by email using the pro LockTransfer software:

The steps to follow to share a folder with LockTransfer software:

• Add your compressed folder or files to be transferred,
• enter the email address of your recipient (several recipients possible),
• enter a password to secure access to the files,
• enter your recipient's mobile phone number,
• choose the number of downloads possible 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 an upload confirmation (very useful for coordinating urgent actions),
• click on "send".

On the recipient side :

• The recipient 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 on a specific file in real time using the history log. The history traces the actions carried out on the file, enabling you to track shared data, the user's IP address, etc.

🔐 Data security and confidentiality are guaranteed:

• the publisher offers secure hosting in France, via the Private Cloud, Outscale France,
• the publisher holds CSPN certification issued by ANSSI, guaranteeing high data protection,
• every file is encrypted to AES256 (Advanced Encryption Standard), a military-grade level of protection!

Secure, store and share documents with oodrive_share

With some of the most secure solutions on the market, Oodrive supports SMEs, ETIs and large groups in their transition to a secure ecosystem, while protecting their sensitive data. Oodrive's customers include the French public sector (National Assembly, Medef), as well as private sector companies (banks, retail, luxury goods, industry, etc.).

Its oodrive_share platform is entirely dedicated to online file storage, synchronisation and transfer. It offers a collaborative space for storing your documents, organising them, synchronising them and sharing them with colleagues, customers or suppliers. They can consult them wherever they are, and whatever device they are 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 and encryption,

• no volume limit for sending,

• you can cancel the availability of the file if the recipient makes a mistake,

• Maintain control over your shared documents by defining, for example, a maximum number of downloads and a deadline, 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 guaranteed:

• 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 to send a complete file by email without corrupting your data" is now complete. Make your choice now!

Updated article, originally published February 2019.