You need to send a large file, but Outlook blocks attachments over its size limit. This happens because email servers restrict attachment sizes to manage storage and bandwidth. This article explains how to use OneDrive sharing links in Outlook to send files of any size securely.
Key Takeaways: Sending Large Files with OneDrive
- Attach File > Browse Web Locations > OneDrive: Inserts a secure sharing link into your email instead of the actual file.
- Share > Anyone with the link: Sets the permission level for recipients to view or edit the shared file directly.
- File > Options > Mail > Attachment size limit: Shows your organization’s maximum allowed attachment size, which sharing links bypass.
How OneDrive Sharing Links Work in Outlook
When you attach a file from OneDrive, Outlook does not send the file itself. It inserts a hyperlink that points to the file stored in your cloud. Recipients click the link to view or download the file from OneDrive. This method bypasses all email server size restrictions.
You need a Microsoft 365 or OneDrive account with the file already uploaded. The recipient does not need a Microsoft account to view the file unless you restrict permissions. Outlook automatically uploads new files to your OneDrive if you attach them from your computer.
Understanding Sharing Permissions
You control what recipients can do with the link. The default setting often allows anyone with the link to view the file. You can change this to require sign-in or grant edit rights. Changing permissions after sending the email updates the link for all recipients.
Steps to Attach a Large File from OneDrive
- Create a new email in Outlook
Click New Email on the Home tab to open a message window. - Go to the Attach File menu
In the message ribbon, click the Attach File button in the Include group. - Select your OneDrive location
In the dropdown menu, under Browse Web Locations, choose your OneDrive. A file browser window will open showing your OneDrive files. - Choose your large file
Navigate to and select the file you want to share. Click Open or Insert. Outlook will add the file name as a link in your email. - Set the sharing permissions
After inserting, a Share panel appears. Click the Share button to open the permissions dialog. Select the desired link type, like Anyone with the link can view. - Send your email
Complete your message and click Send. Recipients will receive the email with a clickable link to the file.
Attaching a File Not Yet in OneDrive
- Start attaching a file from your PC
In a new email, click Attach File and select Browse This PC. - Select your local large file
Find and select the file on your computer, then click Insert. - Confirm the upload to OneDrive
Outlook will detect the file is over the size limit. A prompt will ask if you want to upload to OneDrive and share a link. Click Yes to proceed.
Common Mistakes and Limitations to Avoid
Recipients See “Access Denied”
This happens if sharing permissions are too restrictive. Check the link settings by clicking the attached file link in your draft email and selecting Share. Ensure the link is set to Anyone with the link or that specific people are correctly added.
Outlook Still Tries to Send as Attachment
If you attach a file from a local folder added to your OneDrive backup, it may attach traditionally. Always use the Attach File > OneDrive menu path. Manually copy-pasting a file into the email body also creates a traditional attachment.
Link Permissions Expire or Change
Links can be set to expire or have passwords. If a recipient reports a broken link, verify the link’s expiration date and password in your OneDrive online. You can generate a new link from the OneDrive website and send it in a follow-up email.
OneDrive Link vs Traditional Attachment: Key Differences
| Item | OneDrive Sharing Link | Traditional Email Attachment |
|---|---|---|
| Size limit | Governed by OneDrive storage | Limited by email server policy |
| Delivery method | Sends a hyperlink in the email | Encodes file into the email body |
| Recipient action | Clicks link to view or download | File downloads automatically with email |
| File version control | Recipients always see latest saved version | Attached file is a static copy |
| Storage impact | Uses your OneDrive quota, not mailbox | Uses sender and recipient mailbox storage |
You can now send files of any size by using OneDrive links in Outlook. Try sharing a folder link for multiple related documents. For advanced control, use the OneDrive website to set detailed expiration dates and track who has viewed your file.