How to Send a Video Through Email: Step-by-Step Guide

Are you struggling to share that special moment, business presentation, or tutorial video via email? Sending videos through email can be tricky due to file size limitations, but there are several effective methods to get your videos to their destination. This comprehensive guide will walk you through everything you need to know about sending videos through email across different platforms.

Understanding Email Size Limitations

Before attempting to send a video through email, it’s important to understand the constraints you’re working with:

• Gmail: 25MB attachment limit
• Outlook: 20MB-34MB (varies by account type)
• Yahoo Mail: 25MB attachment limit
• Apple Mail: 20MB (standard) to 5GB (with Mail Drop)

Most videos, especially those recorded on modern smartphones or cameras, easily exceed these limits. A one-minute HD video can be 40-60MB, while a 4K video might be several hundred megabytes.

Method 1: Direct Email Attachment (For Small Videos)

If your video file is smaller than your email provider’s attachment limit, you can attach it directly:

1. Open your email service and create a new message
2. Click the attachment icon (usually a paperclip symbol)
3. Browse your files and select the video you want to send
4. Add a recipient, subject, and message text
5. Send your email

This method works perfectly for short clips or low-resolution videos that don’t exceed size limits.

Method 2: Compress Your Video Files

Compressing your video can significantly reduce file size while maintaining reasonable quality:

Using Built-in Tools:

1. On Windows: Right-click the video file > Send to > Compressed (zipped) folder
2. On Mac: Right-click the video file > Compress “[filename]”

Using Video Compression Software:

1. Download and install a video compression tool like HandBrake (free) or Adobe Media Encoder
2. Import your video file
3. Select compression settings (lower resolution, bitrate, or file format)
4. Export the compressed version
5. Attach the compressed file to your email

Compression typically reduces video quality somewhat, so find the right balance between size and quality for your needs.

Method 3: Using Cloud Storage Services

Cloud storage services offer the most reliable way to send videos through email without quality loss:

Using Google Drive:

1. Upload your video to Google Drive
2. Right-click the file > Share > Get link
3. Copy the link
4. Paste the link in your email message

Using Dropbox:

1. Upload your video to Dropbox
2. Create a shared link (right-click > Share)
3. Copy the link
4. Include the link in your email

Using OneDrive:

1. Upload your video to OneDrive
2. Select the file > Share
3. Choose link settings (permissions, expiration)
4. Copy and paste the link into your email

This method allows recipients to stream or download the original, high-quality video directly from the cloud.

Method 4: File Transfer Services

Dedicated file transfer services are designed specifically for sending large files:

• WeTransfer: Allows up to 2GB in the free version
• SendSpace: Offers easy file transfers up to 300MB for free
• Filemail: Provides transfers up to 30GB

To use these services:

1. Visit the service’s website
2. Upload your video
3. Enter recipient email(s)
4. Add an optional message
5. Click send

The recipient will receive an email with a download link.

Platform-Specific Tips

Gmail

When attaching large videos in Gmail, it will automatically offer to upload to Google Drive. This is often the best option as it:

• Preserves video quality
• Bypasses attachment size limits
• Provides playback options for recipients

Outlook

Outlook users can leverage OneDrive integration:

1. Click Attach > Browse cloud locations
2. Select your video from OneDrive (or upload it)
3. Choose to share as a OneDrive link

Apple Mail

Apple Mail offers Mail Drop for large files:

1. Attach your video normally
2. When prompted about size limits, select “Use Mail Drop”
3. Your video will upload to iCloud and recipients get a download link

Troubleshooting Common Issues

“File Too Large” Errors

If you receive this error:

• Try a different sending method (cloud storage)
• Compress the video further
• Split the video into smaller segments

Poor Video Quality After Compression

To minimize quality loss:

• Maintain the original aspect ratio
• Use modern codecs like H.264 or H.265
• Reduce resolution rather than severely lowering bitrate

Recipients Can’t Access Cloud Links

Ensure that:

• You’ve set appropriate sharing permissions
• The link hasn’t expired
• Your recipient has an account if required for access

Best Practices for Sending Videos Through Email

1. Always confirm receipt of important videos
2. Include a brief description of the video content in your email
3. Consider your recipient’s technical comfort level when choosing a method
4. Test links before sending important videos
5. Set appropriate expiration dates for sensitive content
6. Use descriptive file names for clarity

Conclusion

Sending a video through email doesn’t have to be complicated once you understand the options available. For small videos, direct attachment works fine. For larger files, cloud storage services or dedicated file transfer platforms offer the best combination of convenience and quality preservation.

By following the methods outlined in this guide, you can confidently share your videos with colleagues, friends, and family without frustration. Remember that the best method depends on your specific needs: file size, quality requirements, security concerns, and recipient’s technical comfort.

FAQs