How to Send a Folder through Email? | Quick, Safe Methods

By /

To send a folder through email, compress it into a .zip, check size limits, and attach or share a cloud link.

Email won’t attach a plain folder. The fix is simple: turn the folder into one file, or send a shareable link. This guide shows fast, reliable ways that work on Windows, macOS, Gmail, Outlook, and more. You’ll learn when to zip, when to choose cloud sharing, and how to keep recipients from hitting size caps. Here’s how to send a folder through email with zero fuss.

Send A Folder Through Email: Step-By-Step Methods

Below are practical routes people use every day. Pick the path that matches your file count and total size.

Ways To Send A Folder (Pick What Fits)
Method Best For What To Know
Zip The Folder, Attach Small to medium sets under ~20–25 MB One click for recipients; hits attachment caps if too large.
Zip, Then Upload To Cloud, Share Link Anything above email limits Bypasses caps; control access; no attachment bloat.
Share The Folder From Cloud Storage Ongoing collaboration Recipients always see the latest contents.
Split Into Two Zips Just over the limit Two emails or two links; label parts clearly.
Convert Photos To A PDF Photo bundles One file; smaller; easy viewing on phones.
Use A File-Transfer Service One-off large deliveries Generates a time-limited link; check the retention window.
Share As Read-Only Audit or review Stops edits; keeps a clean source of truth.

How to Send a Folder through Email: Windows And Mac

These steps turn a folder into a single .zip file. After that, attach it to your message or upload it to cloud storage.

Windows: Create A Zip And Attach

  1. Right-click the folder in File Explorer.
  2. Choose Send to → Compressed (zipped) folder. Windows builds FolderName.zip in the same location.
  3. Rename the .zip if you like. Keep names short and clear.
  4. Open your mail app. Start a new message.
  5. Click the paperclip. Attach the .zip. If it’s too large, switch to the cloud-link approach below.

Need Microsoft’s step page? See zip and unzip files.

macOS: Compress And Attach

  1. Control-click (or right-click) the folder in Finder.
  2. Select Compress “FolderName”. Finder saves FolderName.zip next to it.
  3. Attach the .zip to your email, or upload it to your cloud drive if the size is high.

Pick The Right Route For Size Limits

Every provider caps attachments. Gmail sends up to 25 MB. Outlook and many corporate servers cap around 20 MB. If your .zip lands above those limits, send a cloud link instead.

You can confirm limits here: Gmail attachment size.

What If My Zip Is Too Big?

  • Use a cloud link: Upload the .zip or the folder to your drive. Share a view link in your email.
  • Trim the payload: Remove duplicates and raw exports you don’t need to send.
  • Split into two zips: Keep each part under the cap. Name them clearly: Project-A.zip, Project-B.zip.
  • Compress better: For mixed files, zip helps. For already-compressed formats (MP4, JPG), gains are tiny.

Share A Folder Through Cloud: Gmail, Outlook, Drive, OneDrive

Cloud links keep mail light and skip caps. You also get access control, which is safer than blasting large attachments to many inboxes.

Google Drive: Share A Link From Your Email

  1. Upload the folder contents to a Drive folder.
  2. Right-click the folder in Drive → Share.
  3. Set Anyone with the link or enter specific emails.
  4. Copy the link. Paste it into your message.

OneDrive: Share From Outlook Or The Web

  1. Upload the folder to OneDrive.
  2. Right-click the folder → Share.
  3. Pick view or edit rights. Create a link.
  4. Paste the link into your email.

Prep A Folder So Email Works The First Time

Clean folders travel better. A little prep saves bounced messages and second tries.

Pack Only What The Recipient Needs

  • Drop temp files and exports that add weight.
  • Remove extra photo duplicates. Use your best edits only.
  • Move archives or installers to a separate send if needed.

Use Plain, Short Names

  • Stick to letters, numbers, dashes, and underscores.
  • Avoid long chains, special characters, and spaces at the end.
  • Keep the full path short; some mail scanners choke on deep paths inside zips.

Check For Sensitive Data

  • Scan for spreadsheets with personal data.
  • If needed, remove or mask private columns before you zip.
  • When sharing links, limit access and turn off resharing.

Troubleshooting: When The Zip Or Link Fails

Attachment Rejected Or Message Bounced

This usually means you hit a size cap or sent an executable. Use a cloud link instead. If it’s still blocked, ask for an alternate address or the company’s file-drop option.

Recipient Can’t Open The Zip

  • Ask what device they use. Phones handle links better than big attachments.
  • For Windows users, send .zip. For macOS, .zip works fine. Avoid rare formats.
  • If all else fails, send a cloud link with view access.

“Access Denied” On A Link

  • Open the link settings. Set the right audience.
  • If your org blocks public links, invite specific emails instead.
  • Double-check that you shared the folder, not only a file inside it.

Security Tips For Sending Folders

Attachments move fast, so treat them like postcards once they leave your outbox. Links give more control, and you can turn them off later.

  • Prefer links for sensitive work: You can revoke access the moment a project wraps.
  • Add a short expiration: Many services let you add a link expiry on paid plans.
  • Avoid sending passwords in the same email: Share those by phone or a separate channel.
  • Use viewer rights unless edits are needed.

Quick Recipe You Can Reuse

Here’s a repeatable checklist you can save for the next send.

Repeatable Send Plan
Step Action Why It Helps
1 Prune extras Reduces size and noise.
2 Rename clearly Sharp subject and link titles.
3 Create .zip One file; fewer hiccups.
4 Check size Avoids caps and bounces.
5 Pick attach or link Right fit for the payload.
6 Set access Controls who can view or edit.
7 Send a short note States what’s inside and any deadline.

Template: Email Text You Can Copy

Drop this into your draft and tweak names and dates.

Subject: Project Assets — Q4 Launch

Hi [Name],

I’m sharing the folder with the assets you asked for. You can grab everything here:
[Link]

Inside: brand guide PDF, logo pack (PNG/SVG), and export presets.
Access: view only. Tell me if you need edit rights.

Thanks,
[Your Name]

When To Use Each Route

Attach A Zip

Use this when the total fits under your provider’s cap and the recipient expects a quick download from their inbox.

Paste A Cloud Link

Pick this for large sets, shared work, or repeated updates.

Send A File-Transfer Link

Good for one-time deliveries to outside partners, especially when you don’t want to add them to your drive.

Wrap-Up: Send Clean, Send Smart

Now you know how to send a folder through email the right way. Zip for small sets. Link for big or shared work. Keep names clean, trim the clutter, and your files will arrive on time, every time.

Scroll to Top