How to Send Videos Through Email?

“Videos have the power to convey messages more effectively and emotionally compared to text or images alone.”                                                                                                           Marketing Expert, HubSpot.

Videos can grab attention and boost email engagement, but how do you actually send them?

While attaching the video directly is an option, there are several other methods you can explore. 

Also, there are ways to ensure your video reaches recipients of the best possible quality.

Curious about better video options? Keep reading.

Key Takeaways

• Email attachment size limits, typically 10-25MB, can prevent sending large video files directly. Overcome this by compressing the video, sharing a cloud storage link, or uploading to a video-sharing platform.

• Options for sending videos through email include attaching compressed files, sharing cloud storage links, or embedding video platform links. Choose the best method based on video size, email client compatibility, and desired user experience.

• Incorporating videos in email marketing can effectively engage subscribers and drive conversions. In fact, adding videos to your email can increase click rates by 300%. Use videos in welcome emails, product launches, testimonials, and behind-the-scenes content. Consider compatibility, bandwidth, and loading times when including videos.

Email Attachment Size Limits

Before attempting to send a video through email, it’s crucial to understand the attachment size limits imposed by your email service provider. Most email providers have a maximum file size limit for attachments, typically ranging from 10 MB to 25 MB. 

Exceeding this limit may result in the email being rejected or bounced back by the recipient’s server. Various Email Attachment Size Limits and Platforms with Larger Limits:

Email Platform	Attachment Size Limit
Gmail	Up to 25MB
Outlook Desktop	Up to 20MB
Zoho Mail (Free)	25MB
Zoho Mail (Paid)	Up to 100MB
ProtonMail (Free)	25MB
ProtonMail (Paid)	Up to 50MB
FastMail	Up to 50MB
Corporate/Enterprise Accounts	Often 25MB or higher

How to Send a Video Through Email

Sending a video via email can be challenging, particularly with large files. To ensure smooth delivery, compress the video or split it into multiple parts. However, compressing the file is a smart move.

Let’s go through various options for sending videos via email.

By Compressing the Video File Size (Optional)

Step 1: Choose a Video Compression Tool

• There are various video compression tools available, both desktop-based and online. Choose a tool that suits your needs and preferences.

Step 2: Import or Upload the Video File

• Launch the video compression tool
• Follow the prompts to import or upload the video file you want to compress

Step 3: Set the Output Video Settings

• Adjust the compression settings according to your requirements
• Lower the resolution and bitrate to reduce the file size, but be mindful of potential quality trade-offs
• Experiment with different settings to find the optimal balance between file size and video quality

Step 4: Choose the Output File Format

• Select the desired output file format for the compressed video (e.g., MP4, AVI, MKV)
• The compression tool may automatically suggest a suitable format based on your settings

Step 5: Start the Compression Process and Check the File Size

• Initiate the compression process by clicking the appropriate button (e.g., “Compress,” “Convert,” or similarly labeled)
• Once the compression is complete, locate the compressed video file
• Verify the file size to ensure it meets the email attachment size limit
• If necessary, adjust the compression settings and repeat the process until the desired file size is achieved

Step 6: Send the Compressed Video

• Attach the compressed video file to a new email
• Send the email

Pro Tip: For optimal playback within Gmail, consider compressing your video file or converting it to a web-friendly format (e.g., MP4) with a resolution of 720p or lower.

Sending Video As An Attachment

You have two primary options for sending a video through email: attaching the video file directly to the email or sharing a link to the video hosted on a cloud storage service or video-sharing platform.

Step 1: Open Your Email Client

• Open your preferred email client or web-based email service (e.g., Gmail, Outlook, Yahoo Mail).

Step 2: Compose a New Email

• Click on the “Compose” or “New Email” button to start a new email message.
• Enter the recipient’s email address in the “To” field.

Step 3: Add a Subject Line (Optional)

• Provide a clear and concise subject line that accurately describes the content of your email.

Step 4: Attach the Video File

• Locate the “Attach” or “Paperclip” icon, usually found in the toolbar or at the bottom of the email composition window.
• Click on the “Attach” icon and navigate to the location where your video file is stored.
• Select the video file you want to attach and click “Open” or “Insert.”

Step 5: Check the File Size

• Once the video file is attached, double-check the file size to ensure it doesn’t exceed the email service’s attachment size limit.
• If the file size is too large, consider compressing the video or exploring alternative methods, such as sharing a link (covered in a separate section).

Step 6: Add a Message (Optional)

• In the email body, you can add any additional context, instructions, or information related to the video attachment.

Step 7: Review and Send

• Review the email to ensure the video file is attached correctly and the message is complete.
• Click the “Send” button to send the email with the video attachment.

Sending the Video as a Link From a cloud storage service (Google Drive, Microsoft OneDrive, Apple iCloud)

Sending a video through email by uploading it to a cloud storage service like Google Drive, Microsoft OneDrive, or Apple iCloud is a convenient way to share large video files without worrying about email attachment size limits. 

Here’s a detailed explanation of the process:

Step 1: Choose a Cloud Storage Service 

• Select a cloud storage service from Google Drive, Microsoft OneDrive, and Apple iCloud. Ensure you have an account set up with the chosen service.

Step 2: Upload the Video File

• Log in to your cloud storage service account.
• Locate the “Upload” or “Add” option to upload a new file.
• Browse and select the video file you want to share from your computer or device.
• Initiate the upload process. Depending on the file size and your internet connection speed, this may take some time.

Step 3: Get the Share Link

• Once the video file has finished uploading, locate the file in your cloud storage service.
• Right-click (or control-click on Mac) on the video file and look for an option labeled “Share,” “Get a link,” or something similar.
• Select the appropriate option to generate a shareable link for the video file.

Step 4: Copy the Share Link

• A pop-up window or menu will appear with the shareable link for the video file.
• Depending on the cloud storage service, you may have options to adjust sharing settings or permissions for the link.
• Copy the share link to your clipboard by selecting and copying the link text.

Step 5: Compose a New Email

• Open your email client or web-based email service.
• Start composing a new email message.
• Enter the recipient’s email address in the “To” field.

Step 6: Paste the Share Link

• In the email body, paste the share link you copied from the cloud storage service.
• Optionally, you can provide additional context, instructions, or information about the video in the email body.

Step 7: Send the Email

• Review the email to ensure the share link is pasted correctly and the message is complete.
• Click the “Send” button to send the email with the share link to the video hosted on the cloud storage service.

Uploading the video to a video-sharing platform (YouTube)

Step 1: Copy the YouTube Link

• Open your web browser and navigate to the YouTube video you want to share.
• Copy the URL (web address) of the video from the address bar of your browser.

Step 2: Compose the Email

• Open your email client or webmail service (e.g., Gmail, Outlook, Yahoo Mail). 
• Compose a new email message.

Step 3: Paste the Link

• In the body of the email, paste the YouTube video URL that you copied earlier.

• If you’re using a rich text editor, you can simply paste the URL, and it should automatically become a clickable link.
• If you’re using a plain text editor, paste the full URL.

Step 4: Insert Thumbnail (If Supported)

• Look for an option to insert or embed the YouTube video thumbnail or preview image. The exact steps may vary depending on your email client:

• In Gmail, after pasting the link, you should see a thumbnail preview of the video. You can click on it to insert the thumbnail into the email body.
• In Outlook (desktop app), you can right-click on the pasted link and select “Embed Picture” to insert the video thumbnail.

Step 5: Send the Email

• Add any context around the link/thumbnail, enter the recipient’s email, and set a subject line related to the video. 
• Then send the email with the YouTube link and thumbnail (if supported by your email client).

Sending a Video Through Email to Your Newsletter Subscribers

Email marketing and video content can be a powerful combination for businesses looking to engage their audience and drive conversions. Here’s how to incorporate videos into your email newsletter strategy:

Integrating Videos into Your Email Marketing Strategy

• Welcome or onboarding emails: Introduce your brand, products, or services with a captivating video that sets the tone for your relationship with new subscribers.
• Product launches or updates: Showcase new offerings, features, or updates through engaging product videos that highlight key benefits and use cases.
• Customer testimonials or success stories: Share real-life experiences and endorsements from satisfied customers through compelling video testimonials.
• Behind-the-scenes glimpses: Provide an insider’s look into your company’s culture, processes, or events through behind-the-scenes videos that humanize your brand.

Recommended Reading

For more tips on leveraging videos in your email marketing strategy, check out the article Tips for Effective Cold Email Strategies

Reasons for Not Being Able to Email a Video

Despite the advancements in email technology and video support, there are still instances where sending videos through email may not be possible or practical. Here are some common issues and obstacles you might encounter:

Common Issues Like File Size Limitations and Email Client Compatibility:

• Email attachment size limits: Strict limits of 10-25MB on email attachments by providers prevent large video delivery.
• Email client compatibility: Unsupported video formats and codecs lead to broken or missing video displays.
• Bandwidth and loading times: Large video files slow load times, impacting user experience, especially on slower connections and mobile devices.

FAQs

1. How do I email a video that is too large?

If your video file is larger than the email attachment size limit (typically 10-25MB), you cannot directly attach it to the email. Instead, you can either compress the video file to reduce its size or share a link to the video hosted on a cloud storage service (like Google Drive, Dropbox, or OneDrive) or a video-sharing platform (like YouTube or Vimeo).

2. How do I attach a large video to an email on my iPhone?

iPhones can’t always attach files or videos exceeding email provider limits. Use cloud storage like iCloud or video hosting services.

3. How much video can be sent in Gmail?

Gmail allows attaching videos up to 25MB in size. For videos larger than 25MB, you need to share a link from a cloud storage service or a video-sharing platform instead of attaching the file directly.

4. Can a video play directly in an email?

Yes, many modern email clients and services support embedded video playback, allowing recipients to view videos directly within the email body. However, this functionality may vary depending on the email client, video format, and size of the video file. It’s generally recommended to include a video thumbnail or link for better compatibility.

5. What video file is best for email?

The ideal video file format for email attachments is MP4 or MOV. 

Captivate with Video

In this comprehensive guide, we’ve explored the art of sending videos through email, unlocking a world of engagement opportunities for businesses and individuals alike. 

By leveraging the power of visual storytelling, you can captivate your audience, convey complex ideas with clarity, and forge deeper emotional connections.

Remember, sending videos through email is not just about sharing content – it’s about creating memorable experiences that resonate with your audience and drive meaningful connections. 

Reference

How to Send a Video by Email, Flixier