How to Send a Folder via Gmail: A Comprehensive Guide
Gmail, with its user-friendly interface and robust features, has become an indispensable tool for communication and file sharing. While directly sending a folder as is through Gmail isn’t possible, there are several effective workarounds to achieve the same result. This comprehensive guide will walk you through various methods to send a folder via Gmail, providing detailed steps and instructions for each approach.
Understanding the Limitations of Gmail
Before diving into the solutions, it’s essential to understand why Gmail doesn’t allow you to directly attach folders. The primary reason is security. Allowing direct folder attachments could potentially expose users to malicious files hidden within the folder’s structure. By requiring files to be individually attached or compressed, Gmail maintains a higher level of security.
Additionally, Gmail has file size limitations. You can attach files up to 25 MB directly. For larger files or folders, alternative methods are required.
Method 1: Compressing the Folder into a ZIP File
This is the most common and straightforward method for sending a folder via Gmail. Compressing the folder into a ZIP file creates a single, smaller file that can be easily attached and sent.
Step-by-Step Instructions:
1. Locate the Folder: Find the folder you want to send on your computer (Windows, macOS, or Linux).
2. Compress the Folder (Windows):
* Right-click on the folder.
* Select “Send to” from the context menu.
* Choose “Compressed (zipped) folder.” A new ZIP file with the same name as the folder will be created in the same location.
3. Compress the Folder (macOS):
* Right-click (or Ctrl+click) on the folder.
* Select “Compress [Folder Name].” A ZIP file with the same name as the folder will be created in the same location.
4. Compress the Folder (Linux – Using the Terminal):
* Open a terminal window.
* Navigate to the directory containing the folder using the `cd` command (e.g., `cd /home/user/documents`).
* Use the following command to create a ZIP archive: `zip -r archive_name.zip folder_name` (replace `archive_name.zip` with your desired archive name and `folder_name` with the actual folder name).
* Alternatively, you can use GUI tools like `File Roller` or `Ark` which are pre-installed in most Linux distributions. Simply right click the folder and select “Compress…”, and choose the ZIP format.
5. Attach the ZIP File to Gmail:
* Open Gmail and start composing a new email.
* Click the “Attach files” (paperclip) icon at the bottom of the email.
* Browse to the location of the ZIP file you created.
* Select the ZIP file and click “Open.” The file will be attached to your email.
6. Compose Your Email:
* Add a subject line and recipient(s) to your email.
* Write your message in the body of the email.
* Click “Send.” The ZIP file containing your folder will be sent to the recipient(s).
Important Considerations:
* File Size Limit: Remember that Gmail’s attachment limit is 25 MB. If your ZIP file exceeds this limit, you’ll need to use a different method (explained later).
* Recipient’s Ability to Unzip: Ensure that your recipient knows how to unzip the file. Most operating systems have built-in tools for unzipping ZIP files. If the recipient is unfamiliar with unzipping, you may need to provide instructions.
* Password Protection: For sensitive data, consider password-protecting the ZIP file before sending it. This adds an extra layer of security. Most archiving tools allow you to set a password during the compression process.
## Method 2: Using Google Drive for Large Folders
For folders larger than 25 MB, Google Drive is the ideal solution. Google Drive allows you to store and share files of any size.
Step-by-Step Instructions:
1. Upload the Folder to Google Drive:
* Open Google Drive in your web browser (drive.google.com).
* Click the “New” button in the upper left corner.
* Select “Folder upload.” (If you prefer to upload the folder as a zip file, choose “File Upload” instead).
* Browse to the location of the folder on your computer.
* Select the folder and click “Upload.”
* If you chose “File Upload”, browse to the ZIP file you created in Method 1, select it and click “Upload”.
* Google Drive will upload the folder and its contents. The upload time will depend on the size of the folder and your internet connection speed.
2. Share the Folder:
* Once the folder is uploaded, locate it in your Google Drive.
* Right-click on the folder.
* Select “Share.” A sharing dialog box will appear.
3. Configure Sharing Permissions:
* In the sharing dialog box, you can specify who can access the folder.
* Specific People or Groups: Enter the email addresses of the people you want to share the folder with. You can grant them “Viewer,” “Commenter,” or “Editor” access. “Viewer” access allows them to view the files in the folder, “Commenter” allows them to add comments, and “Editor” access allows them to modify the files. This method is preferable for sensitive documents because it guarantees the document will only be shared with specific people.
* Anyone with the Link: Choose this option to create a shareable link that anyone with the link can use to access the folder. You can also set the access level to “Viewer” or “Editor.” Be cautious when using this option, as anyone with the link will have access to the folder. This method is useful for sharing documents that don’t contain sensitive information. You can limit the access using the expiration date. It is highly recommended to set it.
* Google has phased out the ability to create Google Drive folders that are publicly accessible. The option is no longer available. You must choose either to share it with a specific person or with “Anyone with the Link”.
4. Copy the Shareable Link (if applicable):
* If you chose the “Anyone with the link” option, click the “Copy link” button to copy the shareable link to your clipboard.
5. Compose Your Email:
* Open Gmail and start composing a new email.
* Add a subject line and recipient(s) to your email.
* Paste the shareable link into the body of the email.
* Write your message, providing context for the link.
* Click “Send.” The email with the link to the folder in Google Drive will be sent to the recipient(s).
Important Considerations:
* Google Drive Storage: Google Drive offers 15 GB of free storage. If you exceed this limit, you’ll need to purchase additional storage. Also, consider the recipient’s storage. They need enough free space to copy the documents.
* Permissions: Carefully consider the permissions you grant when sharing the folder. Granting “Editor” access allows recipients to modify or delete files in the folder, so only grant this level of access to trusted individuals.
* Link Security: If you choose the “Anyone with the link” option, be aware that anyone who obtains the link will be able to access the folder. Do not include private information that might expose others.
* Large Folders: If you are planning to make several modifications and shares to a large folder, consider Google Workspace plan. It is specifically designed to share and work on large sets of documents and offers far better tools for organizing your collaborative work than a personal Google account.
## Method 3: Using Cloud Storage Services Other Than Google Drive
While Google Drive is a convenient option for Gmail users, other cloud storage services like Dropbox, OneDrive, and iCloud Drive offer similar functionality. The steps for using these services are generally the same as with Google Drive.
General Steps:
1. Upload the Folder: Upload the folder to your chosen cloud storage service.
2. Create a Shareable Link: Generate a shareable link for the folder within the cloud storage service.
3. Send the Link via Gmail: Paste the shareable link into an email and send it to the recipient(s).
Specific Instructions for Dropbox:
1. Upload the Folder:
* Open Dropbox in your web browser (dropbox.com) or the desktop app.
* Click the “Upload” button.
* Choose “Folder” and select the folder you want to upload.
2. Create a Shareable Link:
* Once the folder is uploaded, hover over the folder and click the “Share” button.
* Click “Create a link.”
* You can set permissions (e.g., “Can view” or “Can edit”).
* Click “Copy link.”
3. Send the Link via Gmail: Paste the copied link into a Gmail email and send it.
Specific Instructions for OneDrive:
1. Upload the Folder:
* Open OneDrive in your web browser (onedrive.live.com) or the desktop app.
* Click the “Upload” button.
* Choose “Folder” and select the folder you want to upload.
2. Create a Shareable Link:
* Once the folder is uploaded, right-click on the folder and select “Share.”
* Choose the desired permission level (e.g., “Anyone with the link can view” or “Anyone with the link can edit”).
* Click “Copy link.”
3. Send the Link via Gmail: Paste the copied link into a Gmail email and send it.
Specific Instructions for iCloud Drive:
1. Upload the Folder:
* Open iCloud Drive on your Mac (Finder > iCloud Drive) or on iCloud.com.
* Drag and drop the folder into iCloud Drive.
2. Create a Shareable Link:
* Right-click (or Ctrl+click) on the folder in iCloud Drive.
* Select “Share” > “Copy Link.”
* You can set permissions (e.g., “Only people you invite” or “Anyone with the link”). If selecting “Only people you invite”, specify the email addresses.
3. Send the Link via Gmail: Paste the copied link into a Gmail email and send it.
Important Considerations:
* Storage Limits: Each cloud storage service has its own storage limits and pricing plans. Consider the storage capacity you need and choose a service that meets your requirements.
* Security and Privacy: Review the security and privacy policies of each cloud storage service before uploading sensitive data. Cloud storage services use encryption to protect your data.
* Recipient’s Account: While sharing via a link doesn’t require the recipient to have an account with the same service, it might be more convenient for them if they do, especially for collaboration.
## Method 4: Splitting the Folder into Multiple ZIP Files
If your folder exceeds Gmail’s attachment limit (25 MB) and you don’t want to use cloud storage, you can split the folder into multiple smaller ZIP files. This method is more cumbersome but can be useful in specific situations.
Step-by-Step Instructions:
1. Identify Large Files: Identify the largest files within the folder. These files are the best candidates for splitting.
2. Create Subfolders: Create subfolders within the original folder.
3. Move Large Files: Move the large files into the subfolders, ensuring that each subfolder (and the remaining files in the original folder) will compress into a ZIP file smaller than 25 MB.
4. Compress Each Subfolder and the Original Folder: Compress each subfolder and the original folder (now containing smaller files) into separate ZIP files.
5. Attach ZIP Files to Gmail: Attach all the ZIP files to your Gmail email.
6. Compose Your Email:
* Add a subject line and recipient(s) to your email.
* Explain to the recipient that the folder has been split into multiple ZIP files and that they need to unzip all the files and combine their contents into a single folder.
* Click “Send.”
Important Considerations:
* Complexity: This method is more complex and time-consuming than the other methods.
* Recipient Instructions: You must provide clear and detailed instructions to the recipient on how to combine the contents of the multiple ZIP files.
* Error Prone: It is possible for the recipient to make a mistake while reassembling the folder. This method is less reliable than cloud storage.
* Use a Split Archiving Tool: Use 7-Zip or similar tool that can split an archive into multiple smaller parts, if available. It would make the reassembling process much more straightforward for the recipient.
## Method 5: Using File Transfer Services
File transfer services like WeTransfer, Send Anywhere, and TransferXL are designed specifically for sending large files. These services typically allow you to upload files up to several gigabytes and send them via a link.
General Steps:
1. Upload the Folder: Upload the folder (or the ZIP file containing the folder) to your chosen file transfer service.
2. Generate a Download Link: The service will generate a unique download link.
3. Send the Link via Gmail: Paste the download link into an email and send it to the recipient(s).
Specific Instructions for WeTransfer:
1. Go to WeTransfer: Open WeTransfer in your web browser (wetransfer.com).
2. Add Files: Click the “+” button to add files or folders. You can also drag and drop files and folders directly onto the WeTransfer page.
3. Choose Email or Link: Select “Get a link” or “Send an email.”
4. If Sending an Email: Enter your email address and the recipient’s email address. Write a message if desired.
5. If Getting a Link: Click “Get a link.” WeTransfer will upload the files and generate a download link.
6. Copy and Share: Copy the link and paste it into your Gmail email.
Specific Instructions for Send Anywhere:
1. Go to Send Anywhere: Open Send Anywhere in your web browser (send-anywhere.com).
2. Select Files or Folder: Choose to send files or a folder by clicking the respective tabs.
3. Add Files or Folder: Click the “+” button to add the files or folder you want to send.
4. Get a Link: Click the “Share Link” button. Send Anywhere will generate a link and a QR code.
5. Copy and Share: Copy the link and paste it into your Gmail email.
Specific Instructions for TransferXL:
1. Go to TransferXL: Open TransferXL in your web browser (transferxl.com).
2. Add Files or Folder: Click the “Select files” or “Select folder” button to choose the files or folder you want to send.
3. Start Transfer: Click the “Start transfer” button. TransferXL will upload the files.
4. Get a Link: Once the upload is complete, TransferXL will provide you with a download link.
5. Copy and Share: Copy the link and paste it into your Gmail email.
Important Considerations:
* File Size Limits: File transfer services typically have file size limits, although they are usually much larger than Gmail’s attachment limit. Check the specific limits of the service you choose.
* Expiration Dates: Download links generated by file transfer services often have expiration dates. Be sure to inform the recipient of the expiration date so they can download the files before the link expires.
* Security: While most file transfer services use encryption, it’s still important to be cautious when sending sensitive data. Consider using a password-protected ZIP file for added security.
## Security Best Practices When Sharing Folders via Gmail
Regardless of the method you choose, it’s crucial to prioritize security when sharing folders, especially if they contain sensitive information. Here are some best practices:
* Password-Protect ZIP Files: Always password-protect ZIP files containing sensitive data. Share the password with the recipient through a separate channel (e.g., phone call or text message).
* Use Strong Passwords: Use strong, unique passwords for your Google account and any other cloud storage services you use. Enable two-factor authentication for added security.
* Review Sharing Permissions: Carefully review the sharing permissions you grant when using Google Drive or other cloud storage services. Grant the minimum level of access required.
* Be Cautious with “Anyone with the Link” Sharing: Use the “Anyone with the link” sharing option with caution. Only use it for folders that don’t contain sensitive information, and consider setting an expiration date for the link. You should also make sure you have reviewed the document and that you are not exposing more information than intended.
* Verify Recipient’s Identity: Before sharing sensitive information, verify the recipient’s identity to ensure you are sending it to the correct person.
* Use Encryption: For highly sensitive data, consider using encryption software to encrypt the files before sending them.
* Keep Software Updated: Keep your operating system, web browser, and antivirus software up to date to protect against security vulnerabilities.
* Monitor Account Activity: Regularly monitor your Google account and cloud storage accounts for any suspicious activity.
* Use reputable services: Always prefer well-known and reputable cloud storage or file-transfer services. Third-party services, especially free ones, might sell your data to third parties or be vulnerable to attacks.
## Conclusion
While Gmail doesn’t allow you to directly send folders as attachments, the methods outlined in this guide provide effective workarounds. Choose the method that best suits your needs based on the size of the folder, the sensitivity of the data, and your desired level of security. By following the security best practices, you can ensure that your folders are shared safely and securely. Whether you opt for zipping, cloud storage, file transfer services, or splitting the archive, you can send your file with confidence.
Remember to always prioritize security and carefully consider the permissions you grant when sharing folders. With a little planning and the right tools, you can easily share folders via Gmail and collaborate effectively with others.