Send Large Email Attachments on Apple Devices
To send large email attachments on Apple devices, you use Mail Drop, which lets you send files up to 5 GB through iCloud without clogging your inbox. This article explains Mail Drop and other methods for sharing big files from iPhone, iPad, and Mac.
What Is Mail Drop and How Does It Work?
Mail Drop is a built-in feature of the Apple Mail app on iOS, iPadOS, and macOS. When you attach a file larger than the typical email limit (usually 20 MB), Mail automatically offers to use Mail Drop. Instead of sending the file directly, it uploads the file to iCloud and sends the recipient a link that expires after 30 days. The recipient can download the file from any device with a web browser, even if they don’t have an iCloud account.
Mail Drop works with attachments up to 5 GB in size. There’s no limit on the total amount you can send per day, but each file must be under 5 GB. The feature is enabled by default in Apple Mail, so you don’t need to configure anything.
How to Use Mail Drop on iPhone and iPad
- Open the Mail app and start composing a new message.
- Tap and hold in the body of the email, then choose “Insert Photo or Video” or use the attach icon (paperclip) if available.
- Select the file(s) you want to attach. If the total size exceeds the email limit, Mail will display a message: “This attachment is too large. Use Mail Drop?”
- Tap “Use Mail Drop” and send the email as usual.
If you attach multiple files and the combined size is over 20 MB, Mail Drop will be used for all of them. The recipient sees a link in the email body, not the actual files, so they need an internet connection to download them.
How to Use Mail Drop on Mac
- Open the Mail app on your Mac.
- Create a new message and drag files into the attachment area or click the paperclip icon.
- When the total size exceeds the limit, a dialog appears: “This attachment is too large. Use Mail Drop?”
- Click “Use Mail Drop” and send.
On macOS, you can also set Mail Drop as the default for large attachments by going to Mail > Preferences > Composing and checking “Use Mail Drop when sending large attachments.”
What Happens After You Send a Mail Drop Attachment?
When you send a Mail Drop email, the recipient receives a message with a link like https://droplr.com/… or an iCloud link. They have 30 days to download the file, and the link can be used up to 100 times. If the recipient doesn’t download it within 30 days, the file is automatically deleted from iCloud.
You can check the status of a Mail Drop attachment by opening the Sent folder and looking for a small cloud icon. If the recipient hasn’t downloaded it yet, you’ll see “Waiting for download.” Once they download it, it changes to “Downloaded.”
Mail Drop doesn’t count against your iCloud storage limit, which is a common misconception. The files are stored temporarily and don’t occupy your iCloud quota.
Alternatives to Mail Drop for Large Attachments
If you need to send files larger than 5 GB, or if the recipient doesn’t want to click a link, consider these alternatives:
- iCloud Drive: Upload the file to iCloud Drive, then share a link via the Files app. You can set permissions (view or edit) and choose whether recipients need an iCloud account. Links can be valid for up to 30 days or until you revoke them.
- AirDrop: For nearby Apple devices, AirDrop transfers files directly over Wi-Fi and Bluetooth without size limits. It’s fast but requires the devices to be within 30 feet.
- Third-party cloud services: Services like Dropbox, Google Drive, or OneDrive offer shareable links. You can upload the file and email the link. Free tiers typically limit file size (e.g., 2 GB for Dropbox free), but paid plans allow larger files.
- Compress the file: Use the built-in compression on Mac (right-click > Compress) or a third-party app to zip the file. This only helps if the file is compressible (e.g., text, spreadsheets) and reduces size below the email limit.
Common Problems and Solutions
Mail Drop option doesn’t appear: If you attach a file over 20 MB and Mail doesn’t prompt you, check that Mail Drop is enabled in Settings > Mail > Mail Drop (on iOS) or Mail > Preferences > Composing (on Mac). Also, make sure you’re using an iCloud email address or an account that supports Mail Drop (most IMAP accounts do).
Recipient can’t download: The link may have expired (30 days) or exceeded 100 downloads. Ask the sender to resend. Also, the recipient might be behind a firewall that blocks iCloud links; suggest they try a different network.
Attachment still too large: Mail Drop has a 5 GB limit per file. For larger files, use iCloud Drive or a third-party service.
Mail Drop uses too much data: Uploading a 5 GB file consumes your internet data plan. If you’re on a limited plan, consider using Wi-Fi or compressing the file first.
Costs and Limits
Mail Drop is free and doesn’t require an iCloud+ subscription. The 5 GB limit applies per file, and there’s no limit on the number of files you can send per day. However, the recipient must download the file within 30 days, and the link can be used only 100 times. If you need longer availability or larger files, iCloud Drive or third-party services may require a paid plan.
Frequently Asked Questions
Does Mail Drop work with non-Apple recipients? Yes. The recipient receives an email with a link to download the file from iCloud. They can open it in any web browser, even on Windows or Android.
Is there a size limit for attachments in regular email? Most email providers cap attachments at 20-25 MB. If you try to attach a file larger than that, Mail will suggest Mail Drop.
Can I use Mail Drop with any email account? Mail Drop works with iCloud, Gmail, Yahoo, and most other accounts that you add to the Mail app. However, if you use a corporate Exchange account, the administrator may disable Mail Drop.
How long does a Mail Drop link stay valid? The link expires 30 days after you send the email, or after 100 downloads, whichever comes first.
Does Mail Drop count against my iCloud storage? No. Mail Drop files are stored temporarily and do not count toward your iCloud quota.
What if I need to send a file larger than 5 GB? Use iCloud Drive (if you have enough storage) or a third-party service like Dropbox or Google Drive. Some services allow files up to 10 GB or more with paid plans.
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