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How to Send Large PDF Files Over Email: 5 Easy Methods for 2025

Deqian Jia
Deqian Jia
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Large FilesPDF SharingEmail LimitsFile Transfer

Email attachment limits (typically 25MB) block 40% of PDF sharing attempts, forcing workarounds that reduce security and tracking, according to email usage data. Meanwhile, link-based sharing eliminates size limits entirely while adding analytics and security.

Peony handles unlimited PDF sizes: share via secure links instead of attachments, track engagement, no file size limits, professional presentation, and complete security. Purpose-built for large file sharing.

Here's your complete guide to sending large PDF files over email in 2025.

Method Comparison

MethodFile SizeSecurityTrackingEaseBest For
Peony linksUnlimited⭐⭐⭐⭐⭐✅ Complete✅ EasyBusiness, any size
Cloud storageGB+⭐⭐⭐⚠️ Basic✅ EasyInternal sharing
CompressionReduced 30-70%⭐⭐❌ None⚠️ MediumSmall files
Split PDFLess than 25MB each⭐⭐❌ None⚠️ HardLast resort
Transfer servicesGB+⭐⭐❌ None✅ EasyOne-time sends

Method 1: Shareable Links (Best)

How it works: Upload PDF, share link instead of file

Single Large PDF

Using Peony:

  1. Log into Peony
  2. Click "Upload Document"
  3. Select large PDF (any size)
  4. Processing completes
  5. Generate shareable link
  6. Email link to recipient

Benefits:

  • ✅ No file size limits
  • ✅ Track who viewed
  • ✅ See page engagement
  • ✅ Professional presentation
  • ✅ Update without resending
  • ✅ Security controls
  • ✅ Revoke access anytime

Email template:

Subject: [Document Name] - Secure Access

Hi [Name],

I'm sharing [large PDF description] with you securely.

Access link: [Peony link]
File size: [Size] (no download required—view online)
Expires: [Date]

Let me know if you have any questions.

Best,
[Your Name]

Multiple Large PDFs

Create data room:

  1. Create data room in Peony
  2. Upload all PDFs (bulk upload)
  3. Organize in folders
  4. Configure security
  5. Share single data room link

Benefits:

  • One link for all files
  • Professional organization
  • Easier for recipients
  • Better tracking

Method 2: Cloud Storage Links

Google Drive / Dropbox / OneDrive:

Process:

  1. Upload PDF to cloud storage
  2. Create shareable link
  3. Configure permissions
  4. Copy link
  5. Email link to recipient

Settings:

  • Share with specific emails (not "anyone with link")
  • View-only (no downloading)
  • Set expiration (if available)

Limitations:

  • Basic tracking only
  • Consumer-grade security
  • No watermarking
  • Generic presentation
  • No page-level analytics

Best for: Internal team sharing, informal use

Method 3: Compress PDF

When to use: PDF slightly over limit (30-40MB)

Tools:

Online (free):

  • Smallpdf.com
  • ILovePDF.com
  • PDF Compressor
  • Adobe online

Desktop (paid):

  • Adobe Acrobat Pro
  • Preview (Mac—built-in)
  • PDF Expert (Mac)

Process:

  1. Upload PDF to compression tool
  2. Select compression level
  3. Download compressed file
  4. Test quality
  5. Attach to email if under limit

Compression results:

  • Images: 30-70% reduction
  • Text-heavy: 10-30% reduction
  • Depends on content

Limitations:

  • May reduce quality
  • Time-consuming
  • Only helps if close to limit
  • Still no tracking
  • No security beyond email

Method 4: Split PDF

When to use: Last resort only

Process:

  1. Open in Adobe Acrobat or similar
  2. Tools → Organize Pages → Split
  3. Split by page count (keep under 25MB each)
  4. Save multiple files
  5. Email separately

Problems:

  • Recipient must recombine
  • Confusing and annoying
  • Multiple attachments
  • Poor user experience
  • No tracking

Better: Use link sharing instead

Method 5: File Transfer Services

Options:

  • WeTransfer (free: 2GB, paid: 200GB)
  • Send Anywhere
  • Firefox Send (discontinued)

Process:

  1. Upload PDF to service
  2. Generate link
  3. Email link to recipient
  4. Files auto-delete after 7 days

Limitations:

  • Auto-deletion (files disappear)
  • No security controls
  • Basic or no tracking
  • Generic presentation
  • Not professional for business

Best for: One-time personal transfers only

Email Size Limits by Provider

Common limits:

  • Gmail: 25MB attachment, 50MB via Drive
  • Outlook/Office 365: 20-150MB (varies)
  • Yahoo: 25MB
  • iCloud: 20MB via Mail Drop (5GB storage)

Reality: Link sharing eliminates all limits

Best Practices for Large PDFs

Optimize before sharing:

  • Reduce file size when possible
  • Remove unnecessary pages
  • Compress images
  • Use web-optimized PDF export

Security:

  • Never attach sensitive large PDFs
  • Always use secure link sharing
  • Enable tracking
  • Add watermarks
  • Set expiration dates

User experience:

  • Provide context in email
  • Explain how to access
  • Mention file size
  • Note online viewing (no download needed)

Tracking:

  • Know if recipient accessed
  • See which pages they viewed
  • Monitor engagement
  • Follow up appropriately

Industry Use Cases

Architecture/Engineering:

  • Large CAD drawings
  • Building plans
  • Technical specifications
  • Solution: Peony for unlimited sizes

Legal:

  • Discovery documents
  • Case files
  • Contract portfolios
  • Solution: Secure platform with audit trails

Marketing:

  • High-res catalogs
  • Brand guidelines
  • Media kits
  • Solution: Professional presentation important

Real Estate:

  • Property brochures
  • Due diligence packages
  • Offering memorandums
  • Solution: Track buyer interest

How Peony Handles Large PDFs

Peony optimizes large PDF sharing:

No size limits:

  • Upload GB+ files
  • Fast processing
  • Efficient streaming
  • Works on mobile

Professional viewing:

  • Fast page loads
  • Smooth navigation
  • Zoom and pan
  • No download required
  • Mobile-optimized

Complete analytics:

  • Track every page view
  • Time spent per page
  • Viewer identification
  • Engagement patterns

Security:

  • Encryption in transit and rest
  • Access controls
  • Watermarking
  • Screenshot protection
  • Complete audit trails

Easy sharing:

  • Generate link
  • Email to recipients
  • Update without resending
  • Professional presentation

Result: Enterprise large file sharing without complexity.

Conclusion

Email attachment limits (25MB typical) block large PDF sharing, requiring alternatives. While compression and splitting provide workarounds, link-based sharing eliminates size limits entirely while adding security, tracking, and professional presentation.

Peony handles unlimited PDF sizes, provides complete analytics, maintains security, and delivers professional experience—making it the best solution for business large file sharing.

Share large PDFs easily: Try Peony

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