Send Files and Documents Securely

Whether it’s an 80 MB quote, a 2 GB design file, or a complete project archive: standard email has a 25 MB limit and offers virtually no security. Yet many organizations send sensitive files every day via unsecured services or one-time download links.

In this article, you'll learn how to securely send files and documents—also known as secure file transfer—what risks you face with free solutions, and why more and more organizations are choosing a solution like FileCap.

Why Standard Email Isn't Enough for Large Files

Most email providers, including Microsoft 365 and Gmail, have an attachment limit of about 25 MB. But file size isn't the only issue.

With standard email, once a file has been delivered, you, as the sender, no longer have control over it. The recipient can forward, download, or save it without you knowing. For organizations that handle personal data, medical records, or legal documents, this poses a serious risk.

The three main limitations of regular email:

• File size: Attachments larger than 25 MB will be rejected or automatically compressed.
• No control after sending: Once a file has been sent, you can no longer revoke it or restrict access to it.
• Limited encryption: Much email traffic is not end-to-end encrypted, which means files can be intercepted.

Sending Large Files via Outlook and Office 365

Do you use Microsoft Outlook or Office 365? If so, you can send large files without changing the way you work. With the FileCap add-in for Outlook, you can attach files directly to your email, regardless of their size. Here's how it works:

• Open a new email message in Outlook.
• Click the FileCap button on the ribbon.
• Drag and drop files from Windows File Explorer or macOS Finder, or select them using the built-in file browser.
• Send your email as you normally would.

FileCap automatically replaces the attachment with a secure link. The recipient clicks on the link and gains access to the file without needing an account. This works for files ranging from a few megabytes to several terabytes.

Automatic check upon sending: Did you accidentally attach a file that’s too large without using the FileCap button? If so, FileCap will detect this and offer to send the file through the secure environment after all. This prevents sensitive files from being sent unsecured.

Sending Large Files Online via the Web Portal

Not everyone uses Outlook. Through the web portal, you can send large files directly from your browser—another form of secure file transfer that is just as well-encrypted and tightly controlled. You upload files by dragging and dropping them or selecting them manually, add recipients, and send. This is ideal for:

• Collaboration with external parties who do not use Outlook.
• Situations in which you work from a different workstation or device.
• Receiving large files: Send an upload link to the sender to ensure that the download process is monitored and secure.

The portal works without requiring recipients to have their own FileCap account.

Security That Goes Beyond Encryption

Sending large files securely involves more than just encryption during transmission. FileCap offers multiple layers of security that you can configure on a per-file or per-organization basis:

• Virus scanning and file type checking: Each file is automatically scanned for malware. File types that do not comply with your organization's policy (such as .exe or .bat) are automatically blocked.
• Access Control: Specify who is allowed to open the file for each transmission. You can require recipients to verify their identity before they are granted access.
• Download limits and expiration dates: Set how many times a file can be downloaded and how long the link remains valid.
• Revocable links: Did you send a file to the wrong person? Revoke access with a single click, even after the recipient has already received the link. You can use the same principle for individual messages; see “Recalling an email in Outlook” for instructions specific to emails.
• Insights and logging: See exactly who accessed your file, when, and how often. This is not only useful for your own record-keeping, but also for accountability to regulatory authorities.

Sending Large Files for Free: The Risks

Services like WeTransfer, Google Drive, or SendGB offer free options for sending large files. That sounds appealing, but there are some drawbacks:

• Limited security: Free services rarely offer end-to-end encryption, access control, or enterprise-level virus scanning.
• No control after sending: You cannot revoke a sent file or restrict access to it after the fact.
• Data usage: Some free services use uploaded files for analytics, advertising, or AI training. Be sure to read the terms and conditions carefully.
• No compliance: Free services are generally not suitable for organizations that must comply with the GDPR, NTA 7516, or sector-specific regulations.

FileCap isn't a free solution, but it does offer the security, control, and compliance that business users need.

For which organizations is FileCap suitable?

FileCap is used by organizations that regularly exchange large or confidential files and do not want to compromise on security, whether they are sending large files or specific documents securely. Examples include:

• Healthcare: Securely share patient records, test results, and medical images with referring physicians or patients.
• Legal services: exchanging contracts, court documents, and confidential correspondence with clients and opposing parties.
• Government: Sharing documents that comply with BIO guidelines and GDPR requirements.
• Business services: securely send financial statements, due diligence documentation, and audit reports.

Frequently Asked Questions

How can I safely send large files via email?

With FileCap, you can attach large files to your emails in Outlook or Office 365 using the FileCap add-in. The file is automatically replaced with a secure link. The recipient opens the file via that link without having to install any software.

What is the maximum file size I can send?

FileCap does not impose fixed file size limits like email does. You can send files ranging from a few megabytes to several terabytes, depending on your subscription.

Is FileCap an alternative to WeTransfer?

Yes, but with enterprise-level security. While WeTransfer shares files unsecured via a public link, FileCap offers access control, virus scanning, revocable links, and comprehensive logging. FileCap is specifically designed for organizations that take security and compliance seriously.

A detailed comparison with WeTransfer and other services can be found on FileCap, which is described as a secure alternative to WeTransfer.

Does the recipient also need to have a FileCap account?

No. Recipients open files via a secure link in their browser. They don't need to install any software or create an account.

Does FileCap comply with the GDPR and NTA 7516?

FileCap was designed with privacy and compliance as its guiding principles. The solution helps organizations comply with the GDPR and the NTA7516 standard for secure email in the healthcare sector. All data is processed and stored within the EU.

Can I recall a file I've already sent?

Yes. With FileCap, you can revoke access to a sent file at any time. The recipient will then no longer be able to open the file, even if the link has already been shared.

How is FileCap different from Dropbox or OneDrive?

Dropbox and OneDrive are cloud storage services: you share a folder or file from your own storage. FileCap is specifically designed for securely sending files, with features such as revocable links, download limits, virus scanning, and comprehensive audit logging—features that cloud storage services do not offer.

Want to see for yourself how secure file and document sharing works?

Find out how FileCap fits into your organization. Explore the features and pricing, or request a demo.

Want to get started right away? Try FileCap for free.

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