How to Share Large Files: 6 Methods Compared

Quick Comparison: Large File Sharing Methods

Here's how the main options stack up:

Cloud Storage (Google Drive, Dropbox, Fast.io)

• Max file size: 5TB+ depending on plan
• Speed: Upload once, share instantly via link
• Best for: Teams needing ongoing access to files
• Tradeoff: Monthly subscription required

Transfer Services (WeTransfer, Smash)

• Max file size: 2GB free, up to 200GB paid
• Speed: Must upload each time you share
• Best for: One-off transfers to external contacts
• Tradeoff: Files expire after 7-30 days

Email Attachments

• Max file size: 25MB (Gmail, Outlook)
• Speed: Instant for small files
• Best for: Documents under 10MB
• Tradeoff: Size limits make it useless for large files

Direct Transfer Apps (Blip, Resilio)

• Max file size: Unlimited
• Speed: Fast if both parties are online
• Best for: Tech-savvy users transferring huge files
• Tradeoff: Requires both sender and recipient online

Physical Drives

• Max file size: Limited by drive capacity (up to 20TB)
• Speed: Depends on shipping time
• Best for: Multi-terabyte datasets
• Tradeoff: Slow, risk of loss or damage

FTP/SFTP

• Max file size: Unlimited
• Speed: Depends on connection
• Best for: Automated server-to-server transfers
• Tradeoff: Technical setup required

What Makes a File 'Large'?

A file is "large" when it exceeds the limits of common sharing methods. In practice:

• Over 25MB: Too big for email attachments
• Over 2GB: Exceeds free tier limits on most transfer services
• Over 15GB: Hits Google Drive's free storage cap
• Over 100GB: Requires specialized tools or paid plans

For most people, "large file" means anything over 100MB. Video files, design assets, CAD drawings, and RAW photos regularly hit several gigabytes. A single 4K video project can exceed 100GB.

The question isn't just "can I share this file?" but "can the recipient actually download and use it?" A 50GB file shared via WeTransfer works, but if your recipient is on hotel WiFi, they'll wait hours.

Method 1: Cloud Storage Services

Cloud storage is the most practical option for teams that share large files regularly. You upload files once, then share links to anyone who needs access.

How it works: Files live on remote servers. You share a link, and recipients stream or download from the cloud. No re-uploading each time you share.

Pros:

• Files stay accessible indefinitely
• Share the same file with multiple people
• Version history tracks changes
• Works from any device

Cons:

• Monthly subscription costs
• Privacy concerns if misconfigured
• Sync-based services can create conflicts

Best options:

• Fast.io: Cloud-native storage with HLS streaming for video files. No per-seat pricing, so you can share with unlimited external contacts.
• Google Drive: 15GB free, integrates with Google Workspace
• Dropbox: Reliable sync, but expensive for teams ($18/user/month)
• OneDrive: Good for Microsoft 365 users

For creative teams working with video, audio, or design files, cloud storage with native streaming matters most. Instead of forcing recipients to download a 10GB video file, they watch it instantly in the browser.

Method 2: File Transfer Services

Transfer services like WeTransfer and Smash handle one-off file deliveries. Upload your file, get a link, send it. The recipient downloads before the link expires.

How it works: You upload files to their servers. They generate a download link valid for 7-30 days. After expiration, the file is deleted.

Pros:

• No account required for recipients
• Simple, no-frills interface
• Free tiers available (with limits)

Cons:

• Files expire and disappear
• Must re-upload for each new share
• No organization or search
• Progressive download means buffering for video

Best options:

• WeTransfer: 2GB free, up to 200GB on paid plans
• Smash: No file size limit, files expire in 14 days
• Filemail: 5GB free, up to 250GB paid

Transfer services work well for freelancers sending final deliverables to clients. They're not ideal for ongoing collaboration—you'll end up re-uploading the same files repeatedly.

Method 3: Direct Peer-to-Peer Transfer

Direct transfer apps send files straight from your device to the recipient's, without storing copies on intermediate servers.

How it works: Both devices connect directly (or via relay servers). The file streams from sender to receiver in real-time.

Pros:

• No file size limits
• Faster than upload-then-download
• No storage costs
• More private (files don't sit on third-party servers)

Cons:

• Both parties must be online simultaneously
• Transfer fails if connection drops
• No link sharing—requires recipient to have the app

Best options:

• Blip: Fast, cross-platform, works over long distances
• Resilio Sync: Peer-to-peer sync for power users
• LocalSend: Open-source, works on local networks

Direct transfer is excellent for moving huge files between your own devices or to a tech-savvy recipient. It's awkward for sharing with clients who may not have the app installed.

Method 4: Email and Messaging Workarounds

Email wasn't built for large files, but there are workarounds that extend its usefulness.

Standard email limits:

• Gmail: 25MB
• Outlook: 20MB
• Most corporate email: 10-25MB

Workarounds:

Compression: Tools like 7-Zip can shrink files by 20-70% depending on file type. ZIP a folder of documents before attaching. This won't help much with already-compressed formats like JPEG, MP4, or PDF.

Cloud attachment links: Gmail and Outlook automatically upload large files to Google Drive or OneDrive and insert a link. This works, but the recipient may need to request access or sign in.

Split archives: Some compression tools can split large files into smaller chunks. The recipient needs the same tool to reassemble them.

Email workarounds are clunky. If you're regularly sharing files over 25MB, switch to cloud storage or transfer services.

Method 5: Physical Drives and Storage Media

Sometimes the fastest way to transfer data is to ship a hard drive. AWS famously offers Snowball—a physical device you load with data and ship back to them.

When physical makes sense:

• Datasets over 1TB
• Unreliable or slow internet connections
• Archival transfers to cold storage
• Situations requiring chain of custody documentation

Pros:

• No bandwidth limits
• Can transfer petabytes
• Works offline

Cons:

• Shipping takes days
• Risk of damage or loss
• Requires physical handling at both ends

The break-even point depends on your internet speed. At 100 Mbps, a 1TB file takes about 24 hours to transfer. Overnight shipping a drive might be faster—and it definitely is for 10TB+.

Method 6: FTP and SFTP Servers

FTP (File Transfer Protocol) has been around since 1971. SFTP adds encryption. Both are still used for automated, server-to-server file transfers.

How it works: You connect to a remote server using FTP client software (like FileZilla or Cyberduck). Files transfer directly between your machine and the server.

Pros:

• No file size limits
• Scriptable and automatable
• Reliable for recurring transfers

Cons:

• Technical setup required
• Recipients need FTP client software
• Standard FTP sends passwords in plain text (use SFTP instead)
• No preview, versioning, or collaboration features

FTP works well for workflows where files automatically move between systems—like a print shop pulling files from a client's server nightly. For human-to-human sharing, modern cloud tools are easier.

How to Choose the Right Method

Pick your method based on three questions:

1. How often will you share this file?

• Once → Transfer service or direct transfer
• Repeatedly → Cloud storage

2. Does the recipient need ongoing access?

• No, just download once → Transfer service
• Yes, view and re-download later → Cloud storage

3. What's the file type?

• Video or audio → Cloud storage with streaming (avoid forcing downloads)
• Documents → Any method works
• Huge datasets (100GB+) → Direct transfer or physical drives

For teams that share files daily: Cloud storage wins. The time saved by not re-uploading outweighs the subscription cost. Look for platforms with unlimited guest access so external collaborators don't need paid seats.

For occasional freelance deliveries: Transfer services work fine. WeTransfer's free tier covers most one-off needs.

For massive one-time transfers: Ship a drive. It sounds old-fashioned, but it's still the fastest way to move 10TB across the country.

What About Security?

Large files often contain sensitive data. Here's how to share safely:

Basic security checklist:

• Use HTTPS links (not HTTP)
• Set passwords on shared links
• Set expiration dates on access
• Avoid public links for confidential files
• Use services with encryption at rest and in transit

For sensitive business files:

• Require authentication to download
• Use link controls with view-only options
• Check audit logs to see who accessed files
• Consider data rooms for M&A or legal documents

Transfer services are generally less secure than cloud storage because files sit on shared infrastructure with less access control. If you're sharing contracts, financial data, or unreleased creative work, use a platform with granular permissions.