Email attachment limits typically top out around 25MB, which is nowhere near enough for large presentations, high-resolution videos, or design files. Google Drive solves this problem by letting you upload large files to the cloud and share them via a link, making it easy for recipients to access and download files of virtually any size. This guide covers upload limits, sharing link setup, permission management, expiration settings, and how recipients can download large files.
Google Drive Upload Limits
Before sharing files, it helps to understand Google Drive’s storage and upload limits:
- Maximum single file size: Google Drive supports individual files up to 5TB in size (provided you have enough storage space in your account).
- Free storage: Every Google account comes with 15GB of free storage shared across Google Drive, Gmail, and Google Photos.
- Native Google formats are free: Files created in Google Docs, Sheets, and Slides do not count toward your storage quota. However, uploaded external files such as .docx, .pdf, and .mp4 do consume your quota.
- Upload speed: Uploading large files (several gigabytes or more) depends on your internet connection speed. Use a stable, high-speed connection for best results.
How to Upload Large Files to Google Drive
- Go to drive.google.com and sign in to your account.
- Click the + New button in the upper left corner.
- Select File upload or Folder upload.
- Choose the file or folder you want to upload and wait for the upload to complete.
- Once finished, the file will appear in your My Drive.
You can also drag and drop files directly onto the Google Drive browser window to upload them.
Setting Up a Sharing Link
Once your file is uploaded, follow these steps to create a shareable link:
- Find the file in Google Drive and right-click on it.
- Select Share or Get link.
- In the sharing settings window, locate the Get link section.
- Click Change to Anyone with the link to allow anyone who has the link to access the file.
- Copy the link and share it via email, messaging apps, or any other channel.
Permission Management: Controlling Access Levels
Google Drive offers three permission levels for shared links. Choose the one that fits your use case:
- Viewer: Recipients can view and download the file but cannot edit or comment. This is the safest option for sharing final documents.
- Commenter: Recipients can leave comments but cannot directly edit the file content.
- Editor: Recipients can modify, move, or even delete the file. Use this permission carefully.
If you need to share with specific individuals rather than anyone with a link, enter their email addresses directly in the sharing dialog. This provides more control and auditability over who can access your files.
Setting a Link Expiration Date
For time-sensitive sharing scenarios — such as contract reviews or event materials — Google Drive lets you set an expiration date on shared links:
- In the sharing settings, click the Set expiration date icon (a clock icon) next to the person or access level you have shared with.
- Choose an expiration date from the calendar.
- Once the date passes, the link automatically becomes inactive and recipients will lose access.
Note that link expiration options are more fully featured in Google Workspace business accounts. Personal Google accounts may have limited expiration controls for “Anyone with the link” sharing.
How Recipients Can Download Large Files
When a recipient receives a Google Drive sharing link, they have several options for accessing and downloading the file:
- Direct download: Click the link to open the file preview, then click the download icon (downward arrow) in the top right corner. The file saves directly to their computer.
- Add to their own Drive: Recipients can click “Add shortcut to Drive” to place a shortcut to the file in their own Google Drive for easy future access. This does not consume their own storage quota if it remains a shortcut.
- No Google account required: If the link is set to “Anyone with the link,” recipients do not need to sign in to a Google account to download, making it ideal for external sharing.
Important Considerations for Large File Sharing
- ZIP files larger than 25MB cannot be previewed online in Google Drive, but they can still be downloaded normally.
- Large video files require processing time after upload before they can be played online in Google Drive. Downloading is not affected by this delay.
- Regularly review and clean up your Google Drive to avoid running out of storage space, which would prevent new uploads.
- For very large files, consider using the Google Drive desktop app, which handles large uploads more reliably than a browser.
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