How to send large video files to coworkers
Whether you’re talking product demos, training tutorials, or updates from your CEO, videos have become an indispensable asset to modern businesses. And while multimedia files offer unparalleled ways to convey information, streamline training, and connect with audiences, their large file sizes pose storage and sharing challenges.
If you have a very large video to share with a coworker, choose carefully which method works best for you to transfer or send big files. Here are the most common options.
- Cloud-based storage services
- Specialized file transfer services
- P2P file transfer
- FTP server
- USB flash drive
Steps to sharing large video files
Let’s review how to use these six file sharing methods to send large videos to coworkers.
1. Use a cloud-based storage service
This method is best for sharing files with coworkers who need continuous access or ongoing file collaboration, especially when large storage capacity is not an issue. Your team can access files from anywhere with an internet connection, and features like file versioning make it easier to track changes. Another advantage is that cloud data storage scales to fit your enterprise needs.
How to share a large video file through the cloud
To get started, you need an account with an enterprise cloud storage service. The maximum file size limit for uploads varies based on your service provider and type of account.
Once you log in, select the video file from your computer and wait for the upload to complete. You can then often get a sharable link, directly to the file, to share with your coworkers. Depending on the service, you may be able to set sharing permissions in order to control who views, downloads, or edits your video. To enhance security, you might even be able to set advanced access controls like password protection or expiration dates for the shared link.
2. Opt for specialized file transfer services
These purpose-built services work well when your primary goal is a swift and hassle-free transfer, and you don’t need long-term storage or collaboration. The disadvantage is that files are often only available for a limited time, after which they are deleted.
How to send a large video through specialized file transfer services
Access a specialized file transfer service (e.g., file.io or Send Anywhere) in your web browser, then select your large video from your computer. Some services may even allow multiple file uploads. Next, provide the email addresses of your coworkers (recipients) to initiate the transfer. The service will then generate a unique link or send a confirmation email.
3. Send your videos through email
Email may seem like the easy way to send files, but it’s problematic for sending any file, let alone a large video file. Many email providers have file size limits (usually around 25-30 MB), so this method is unsuitable for very large files. If your video is just slightly over the email attachment size limit, you can compress it into a zip file to reduce its size, but that creates an extra step on both ends.
Emailing files is notorious for creating version control issues. When you send a video through email, the recipient receives a single, static copy of that file. If you need to make updates or corrections, you end up with multiple versions floating around. Video sharing through email hinders collaboration, making it difficult to track changes over time.
How to send a large video through email as a zip file
After you select the video on your computer, right-click on it to show a context menu giving the option to compress it. A zip file will be created in the same location as the original file. Send the zip file as an email attachment. The recipient can then download and unzip the file to access the video.
Read our blog for an in-depth overview of how to send video files through email.
4. Create a peer-to-peer connection
Peer-to-peer (P2P) file transfer is an option for sharing big files with coworkers who are in the same physical location and on the same local network, such as within an office. P2P file transfer is typically fast when both sender and recipient are on the same local network because it doesn’t rely on external servers or internet connections.
Note that this method doesn’t work for geographically dispersed teams. And there’s potential for unauthorized access if the local network isn’t adequately secured. Plus, the absence of encryption could expose your files to interception — and you’ve got limited control over who accesses your files (and what they do with them).
How to share large video files through P2P transfers
Ensure that both your computer and your coworker’s computer are connected to the same local network, such as Wi-Fi in the office. Many operating systems have built-in file sharing features. For example, you can use AirDrop to share video files between nearby Apple devices.
5. Upload to a dedicated FTP server
This method should be adopted only for organizations and teams with advanced technical capabilities, as it requires the complex setup and maintenance of an FTP server. In addition to not being user-friendly, this method poses security risks, especially if not configured properly.
How to share large videos through dedicated servers
Ensure your organization has an FTP server. Then, upload the file to the server and provide your coworkers with FTP access details. Your coworkers will need FTP client software to connect to the server and retrieve the file.
6. Use a USB flash drive
Sharing a large video file via a USB drive or other form of removable media is a suitable option when you need to physically transfer the file due to privacy concerns or because you’re dealing with slow or unreliable internet connections.
This method is not suitable for quick or remote sharing. Not every device has a USB driver these days, making it a less universally compatible solution for data transfer. Another concern is that USB drives can be easily lost or damaged, posing a risk to data security and accessibility.
How to share large video files through a USB drive
Ensure that both you and the recipient have compatible USB ports on your respective devices. Then copy the video file from your computer onto the USB drive and safely eject the device. Next, deliver it to the recipient, who simply plugs it into their computer’s USB port and accesses the video file.
Empower your team with the best way to send large video files
Box makes sending large files fast, effortless, and secure.
The Content Cloud centralizes all your content on a powerful platform for storing, sharing, and collaborating on files.
Simply drag and drop your files into Box, and get a secure, shareable link to send to coworkers. They can then preview, comment, edit, or download your file — depending on permissions you’ve set. Expiration date, data encryption, and optional password protection ensure your enterprise videos stay secure.
Ready to share large video files with Box? Let’s connect.
While we maintain our steadfast commitment to offering products and services with best-in-class privacy, security, and compliance, the information provided in this blog post is not intended to constitute legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.