Understanding File Limits In Popular Email Platforms

Hi there! As we all know, email has become an essential tool for personal and professional communication. 

However, despite its widespread use, many users are surprised to learn that email services impose strict limits on the size of attachments. 

You must understand your email platform’s file size restrictions, which can save you time, frustration, and failed messages. It will benefit you when you are trying to send —

• Send a large PDF 
• A PowerPoint presentation 
• High-resolution images

In this article, we’ll explore the email file size limit in popular email platforms, especially answering the frequently asked question: How many MB can you send in Outlook? 

We’ll also examine common workarounds, previous survey findings on user experience, and tips for efficiently sending large files.

Why Does The Email File Size Limit Exist?

Hey wait! Before you decide to dive into platform-specific details, it’s important to understand why email services limit file size in the first place. 

These restrictions aren’t just arbitrary—they’re designed to:

• Prevent server overload: Large attachments can clog servers, especially when sent in bulk.
  
• Reduce bandwidth usage: Minimizing the email file size limit will help you control the overall bandwidth consumption of email services.
  
• Enhance security: Minimizing the email file size limit will also reduce the chance of malware hiding in large, seemingly benign files.
  
• Improve user experience: Large attachments can slow down email delivery. Furthermore, it may not be supported by recipients’ platforms.
  

How Many Mb Can You Send In Outlook?

As you already know, Microsoft Outlook is one of the most commonly used platforms, especially in professional environments. 

You see, the file size limit varies depending on whether you’re using 

• The web version
• The desktop app
• Microsoft Exchange

Outlook File Size Limits

Here’s a breakdown:

Outlook Version	Default File Size Limit	Maximum Possible Limit
Outlook Desktop (via Exchange Server)	20 MB	Up to 150 MB (admin-configurable)
Outlook Desktop (via SMTP/POP)	20 MB	Varies by email provider
Outlook Web App (Outlook.com)	34 MB	34 MB
Office 365 / Microsoft 365	25 MB	Up to 150 MB (with admin changes)

Default Limit Explanation

By default, the Outlook Desktop App limits attachments to 20 MB. And it is set regardless of the number of files. 

However, this can be increased up to 150 MB by modifying the Windows registry or through Exchange Admin Center settings if you’re on Microsoft 365.

Using OneDrive As A Workaround

When you try to send a file larger than the limit, Outlook prompts you to upload the file to OneDrive and include a link in your email instead. 

Moreover, this not only bypasses the limit but also provides added security and version control.

Gmail Attachment Size Limit

Google’s Gmail is another widely-used platform, especially among freelancers, students, and small businesses.

• Maximum attachment size: 25 MB
  
• Sending to other Gmail users: 25 MB limit applies
  
• Sending to non-Gmail users: Still capped at 25 MB
  

Google Drive Integration

You may have noticed that when you try to attach files larger than 25 MB, Gmail automatically uploads the file to Google Drive.

Furthermore, after the files are uploaded, you will find that they include a download link in the message.

Yahoo Mail Attachment Size Limit

Yahoo Mail, while less dominant than it once was, still serves millions of users globally.

• Maximum attachment size: 25 MB
  
• Total size of all attachments: Must not exceed 25 MB
  
• Workaround: Use Dropbox, which is integrated into Yahoo Mail
  

Apple Mail (iCloud Mail) Attachment Size Limit

Apple Mail, especially when used with an iCloud email address, has slightly different rules:

• Maximum size per message: 20 MB
  
• Total attachment size per day: Can be limited based on iCloud storage
  
• Mail Drop feature: Supports attachments up to 5 GB via temporary iCloud-hosted download links
  

What Is Mail Drop?

Mail Drop uploads large attachments to iCloud and sends a download link valid for 30 days, making it a very user-friendly option for Apple users.

ProtonMail Attachment Size Limit

ProtonMail is a privacy-focused email service provider gaining popularity among security-conscious users.

• Maximum attachment size: 25 MB per message
  
• No cloud integration: Users must use third-party storage if larger files need to be sent
  

Previous Survey On User Frustration With Attachment Limits

If you are still confused and want to understand the user experience better, refer to a survey conducted in 2023. 

The 2023 survey conducted by TechUser Insights polled 1,000 email users in the U.S. about their experiences with attachment limits:

Key Findings:

• 68% of respondents said they’ve experienced email failures due to large attachments.
  
• 45% didn’t know their email provider’s attachment size limit.
  
• 37% resorted to cloud storage solutions like Dropbox or Google Drive.
  
• 20% used messaging apps (e.g., Slack, WhatsApp) instead of email when sending large files.
  
• Only 12% said they never had any issues with file sizes when using email.
  

Comparing Email File Size Limits Across Major Email Providers

Email Provider	Max Attachment Size	Cloud Workaround
Outlook.com	34 MB	OneDrive
Microsoft 365	25–150 MB	OneDrive
Gmail	25 MB	Google Drive
Yahoo Mail	25 MB	Dropbox
Apple Mail	20 MB	Mail Drop (5 GB)
ProtonMail	25 MB	None (manual upload)

What Are The Tips For Sending Large Files Via Email?

Dont worry, there are some ways to do it still. Even with limitations, there are practical steps you can take to send large files efficiently:

1. Use Cloud Storage Services

• Google Drive
  
• Dropbox
  
• OneDrive
  
• iCloud (Mail Drop)
  

These services let you upload your files and generate shareable download links.

2. Compress Files

• You can use file compression tools like WinRAR or 7-Zip to reduce file size.
  
• Additionally, you can combine multiple files into a single archive to simplify uploading.
  

3. Split Files

• Break large files into multiple smaller chunks if compression alone isn’t enough.
  
• Some tools like HJSplit can help with file-splitting.
  

4. Use Secure File Transfer Services

If you’re handling sensitive documents, consider encrypted file transfer tools such as:

• WeTransfer (up to 2 GB free)
  
• TitanFile (compliant and secure)
  
• FileMail
  

5. Adjust Outlook Settings (Advanced Users)

For Outlook desktop users, registry edits can increase attachment limits:

• Go to HKEY_CURRENT_USER\Software\Microsoft\Office\XX.0\Outlook\Preferences
  
• Create a new DWORD value named MaximumAttachmentSize
  
• Set the value (in KB), e.g., 153600 for 150 MB
  

Note: This only works if your mail server supports larger sizes (e.g., Microsoft Exchange).

Best Practices For Email Attachments

Regardless of the platform you use, keeping the following best practices in mind can ensure smoother communication:

• Always check the file size before attaching
  
• Inform the recipient if you’re sending a large file via a cloud link
  
• Use descriptive file names so the recipient knows what they’re opening
  
• Scan attachments for viruses before sending
  
• Keep file formats compatible with the recipient’s system (e.g., use PDF instead of .docx)
  

Conclusion: Know Your Email File Size Limit And Workarounds

Understanding the file attachment limitations of your email platform is critical for effective communication. 

Moreover, whether you’re wondering how many MB you can send in Outlook or exploring Apple’s Mail Drop, knowing your options can prevent delays and frustrations.

Here’s a quick recap:

• Outlook’s limit varies from 20 MB to 150 MB, depending on setup and configuration.
  
• Gmail, Yahoo, and ProtonMail cap attachments at 25 MB.
  
• Apple’s Mail Drop supports up to 5 GB via the cloud.
  
• Cloud storage and file compression are your best friends when dealing with large files.
  

By combining this knowledge with cloud-based tools and some proactive planning, you can ensure your emails are delivered successfully—no matter how big the attachments.

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