Information Technology

File Sharing via Google

Although there are many ways to share files, we recommend using Gmail or Google Drive as your primary method. Gmail allows you to share files as large as 25MB and Google Drive allows files as large as 5TB, and no longer requires that the recipient of your file have a Google account.

How to Share Files via Google Drive in Gmail

  1. Go to your Gmail account.
  2. drive-email-attachmentCreate a new message. On the compose window click on the Drive icon to insert a file as attachment.
  3. In the file selection window that appears, you can choose a file that is already a part of your Google Drive’s space or you can choose to upload one to the same.
  4. When you are done and back on the compose window, you will see an inline attachment.

Google Drive also allows you to customize a time limit on your file’s accessibility to recipients.

How to Set Time Limit on your Shared File

  1. Locate your file in Google Drive and right-click the document. Click on the “Share” option in the pop-up menu.
  2. In the bottom-right corner of the Share menu, click on “Advanced”.
  3. You should see a gray stopwatch icon next to each person’s name who the file is shared with. (Note that the stopwatch will not appear until you hover your mouse over their name)expiration-drive
  4. If you haven’t already shared the file, do so first without sending your collaborators a notification and then return to the Share settings.
  5. Click on the stopwatch to set a file sharing time limit.
    • Choose from the drop-down menu for 7 days or 30 days.
    • For custom sharing limits, click on “Custom Date” and navigate to the desired date on the pop-up calendar.
    • You will have the option cancel any expiration dates after you have set them.

For further information, please contact:

Office of Information Technology
p – 516.877.3340
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