To send a large file in Gmail, click Compose, then Insert files using Drive at the bottom, choose the file and send it as a Drive link. Personal Gmail attachments are limited to 25 MB, and if you attach more, Gmail swaps the file for a Drive link automatically. Check the sharing setting so the recipient can open it.
Gmail's attachment limit catches everyone eventually: a video, a big presentation, a folder of photos for a client. The answer is Google Drive, which Gmail builds right into the compose window. The step people miss is the sharing setting, which decides whether your recipient can open the file or just sees an access request. Here's how to send large files the right way and avoid that.
The Gmail attachment limit
| Account | Attachment limit |
|---|---|
| Personal Gmail | 25 MB |
| Work or school (Google Workspace) | Set by your administrator |
Go over the limit and Gmail doesn't refuse to send. Google says it automatically removes the attachment and adds it as a Google Drive link instead. That's helpful, but it means the sharing settings suddenly matter.
Send a large file with Google Drive
- Open Gmail and click Compose.
- At the bottom of the message, click Insert files using Drive.
- Select the file. Upload it to Drive first if it's still on your computer.
- Choose Drive link at the bottom.
- Click Insert, then write your message and send.
Gmail also offers Attachment as an option here, but Google says that only works for files that weren't created in Google Docs, Sheets, Slides or Forms. For anything large, a Drive link is the way.
Get the sharing setting right
When you add a Drive file, Gmail checks whether your recipients can open it. If they can't, it prompts you to change the sharing settings before you send. You have two main choices:
| Setting | What happens | Good for |
|---|---|---|
| Anyone with the link | Choose view, comment or edit; recipients don't need a Google Account | Clients, suppliers, people using Outlook or Apple Mail |
| Only email recipients | Stays private to the people you emailed | Internal or sensitive files sent to people with Google Accounts |
Here's the catch with the private option. Google says recipients won't be able to see a privately shared file if they don't have a Google Account, if the email address you used isn't a Google account, or if they received it through a mailing list that isn't managed by Google Groups. So if you're sending to a client on Outlook, 'Anyone with the link' with view-only access is usually the setting that works first time.
Also remember: if someone forwards your email or adds people to the thread, Google says they get the same permissions as the original recipients. Choose view rather than edit unless you want changes.
When Gmail won't send it
- Couldn't send message: Google says a file may not have uploaded to Drive, perhaps due to space or a slow connection. Remove the attachment and add it again.
- Storage full: attachments count toward your Google storage across Drive, Photos and Gmail. If you've hit the limit, you can't send or receive attachments until you clear space.
- Blocked file type: Gmail won't attach executable files, such as .exe files, to prevent viruses.
- Work account limits: your administrator may set different limits or restrict sharing outside the organisation.
Sending large files from your phone
The same idea works in the Gmail app. When you attach a file, choose it from your Google Drive rather than your phone's storage, and Gmail sends it as a Drive link. If the file is only on your phone, upload it to Drive first using the Drive app, then attach it from there. Phone videos in particular are almost always over 25 MB, so this is the route for sending a clip of a product, a site visit or an event to a client. Check the sharing setting before you hit send, just as you would on a computer.
Free up space for big files
If storage is the problem, Google suggests deleting unneeded large attachments from your inbox and regularly emptying your bin and spam folders. Large old emails with videos or design files are usually the quickest wins.
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Tips for sending big files to clients
- Put big files in a clearly named Drive folder and share the folder, rather than lots of separate links.
- Say in the email what's in the link and roughly how big the file is, so they know to download on Wi-Fi.
- Use view-only access for final files, so nobody edits the master copy by accident.
- Remove access once the project is done if the file is sensitive.
If you're sending spreadsheets, my guide on sharing a Google Sheet covers the permissions in more detail, and my guide to using Gemini in Gmail shows a few ways to write those covering emails faster. For safety, it's also worth reading up on business email attacks, because fake 'shared file' emails are a favourite trick.
My verdict
For anything over 25 MB on a personal Gmail account, use Insert files using Drive and send a Drive link. Choose 'Anyone with the link' with view access for people outside Google, keep it private only when everyone has a Google Account, and check your storage if sending fails.
Frequently asked questions
What is the Gmail attachment size limit?
Google says the limit is 25 MB for personal Gmail accounts. Work and school limits are set by the administrator.
How do I send a file larger than 25 MB in Gmail?
Click Insert files using Drive in the compose window, select the file and send it as a Drive link.
What happens if my Gmail attachment is too big?
Gmail automatically removes the attachment and adds it as a Google Drive link in the email.
Why can't my recipient open the Drive link I sent?
If the file is shared only with recipients, they need a Google Account. Change sharing to Anyone with the link to fix it.
Why won't Gmail send my attachment?
The file may not have uploaded to Drive, your storage may be full, or it may be a blocked file type like .exe.
