“Email too large.” That dreaded bounceback message you get after sending an important email with a large attachment can be avoided. Most email systems impose a strict 25 MB size limitation on attachments. That just doesn’t cut it today, with hundreds of data-rich large files, videos, and more needing to be exchanged throughout the day. There is a way to ensure that your large attachments make their way to your intended recipients (and for you to receive those large email attachments as well).
Implementing a robust accelerated file transfer solution can reliably, securely, and swiftly deliver big email attachments. FileCatalyst is one such solution and boasts two features that can easily add an accelerated download link into the body of your email without you having to “attach” the file directly and risk rejection by your recipient’s server limitations.
Why Are Large Email Attachments Problematic?
A large file attachment can go awry or compromise your organization’s security for any number of reasons beyond simply being too hefty, including:
- Most email servers have restricting file size limits (25MB or less).
- Sending Folder structures may require zipping files before sending.
- There is no reliable way to tell if files were delivered (Read Receipt can be disabled by the recipient).
- Password protecting a download requires a password protected ZIP file as the attachment, complicating the process for many casual users.
- Recipients can forward the email with its attachment(s) to any number of unauthorized users.
- Email in-boxes containing many attachments can quickly balloon an archive and slow down an organization’s backup processes.
- File transfers are not accelerated because the SMTP (Simple Mail Transfer Protocol) is a Transmission Control Protocol (TCP-based protocol), slowing down attachment transmission.
- Certain system file types such as DLL, JARor SO can be blocked by the email system.
Related Reading: How to Transfer Files Faster
Not So Great Solutions for Large Email Attachments
On the surface, sending large files to a web server, such as Apache and providing your recipient with a link to those files, sounds like a decent workaround. Dropbox and Google Drive are also popular file sharing options but come with security risks and potential data loss. File sharing solutions such as these also only have minimal tracking, so may not meet the needs of industries requiring tracking mechanisms for compliance.
As John Tkaczewski, Co-Founder and President of FileCatalyst, points out in our on-demand webinar addressing large email attachments, another problem with this approach is that password protections need to be set up at the server level or be set up as password-protected Zip files. And like the basic scenario of simply attaching a file directly to an email, recipients can easily forward that email to as many people as they wish, so there is no control over the attachment once it is sent. There is also no reliable way to know if files were delivered and no file transfer acceleration. “While this approach might be good for more advanced users, basic users might find it difficult,” noted Tkaczewski.
On-Demand Webinar: Overcoming Limitations of Email Attachments with FileCatalyst
Send Large Attachments Easily and Securely
A secure file transfer solution, FileCatalyst employs patented accelerated file transfer technology that uses a unique UDP-based approach. This approach both simplifies complicated large file transfers for users and provides tools that easily integrate with your organization’s existing infrastructure, as files are sent directly to the FileCatalyst Server then accelerated to recipients.
With traditional methods, even non-accelerated managed file transfer (MFT) solutions, and Google Drive-type applications the transfer can be slow uploading to the MFT server and on the download by recipients, especially with large attachments. FileCatalyst’ Workflow can enable acceleration on both the upload and download.
FileCatalyst Direct Link and FileCatalyst Workflow both offer an easier, more secure, and reliable way to send large attachments, even those super-sized ones, at speeds impossible with traditional file transfer methods.
With FileCatalysts’ Direct Link, admins can easily set control parameters around any file attachments sent, including custom expiration dates and deactivation of the link once used. This feature can send files of any size to any email address, using only a web browser, at the maximum possible speed. The recipient simply clicks the link and downloads the files. It’s a simple process that can ensure the delivery of even the largest of files.
To see just how fast file transfers can be from anywhere, even in remote or high latency environments, plug in a few data points into our file transfer Speed Calculator.
Related Reading: High Latency File Transfers: Why You Need an Accelerated Transfer Solution
Additional control and customization can be had with FileCatalyst Workflow, which acts as a web portal. Sending, receiving, and requesting large file attachments, even with terabytes of data, is as easy as uploading files to the server, installing the light web browser plug-in, and initiating transfer or receipt of files.
Additional two factor email authentication to download links can also be added with FileCatalyst Workflow. After the recipient clicks on the link in the email, they are prompted to enter a time limited authentication code which is sent via email only once the recipient clicks on the download link in the email.
In the case of video files, recipients can also see a preview of video files being sent to them. Recipients can batch download all files with a single click or pick and choose a file to download individually. In case a folder or a directory structure is sent, recipients can browse the directory structure and download individual files, or they can click “Download All” button, which will preserve the folder structure on their computer. Workflow delivers full tracking at all stages of the transfer, to help organizations meet compliance requirements.