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Sometimes the need arises to send a large file to recipients outside Jacobs University.

Email

DON'T!

Email is a service to transfer large amounts of small text messages. Even attachments to emails are converted to text before sending. Email sizes are limited, and vary for various servers. Even if you get it out somewhere doesn't mean it will be received somewhere else!

Do not send out large files via email.

Large in this context means exceeding a megabyte or two. As said, there is no universal limit. It depends on the email servers on the way to and at the recipient.

The larger the target community is, the smaller the acceptable maximum message size is. That means, mailing lists are more restrictive regarding acceptable message size. Please note, that an email to a mailing list will be copied to each and every member of the list and stored in their mailbox, so the required storage size multiplies.

Also note, that larger emails will be deferred by email servers in favour of smaller ones. Read: large emails travel slower than small ones.


Better!

A better way is to upload to a publicly available server and send the communication partner a link to the document.

Use Office 365/OneDrive

At Jacobs University, Microsoft OneDrive for Business web access can be used to send files by link. 

How you can access the OneDrive for Business web portal is described at Microsoft Office 365 for Jacobs University.

How you can upload and share files or folders using OneDrive for Business is described at Microsoft support, see articles "Upload files and folders" and "Collaborate" (section "Copy link"), respectively.

Use GigaMove for web-based file exchange

You can also use GigaMove of RWTH Aachen to send or receive large data files.

(warning) Note that this is an external party we do not have an explicit contract with, so any confidential content or person-related data MUST be uploaded only in an encrypted form to make it inaccessible to the provider.