Large video attachments (for example, 10MB+) can cause email delivery failures, exceed mailbox or server limits, and create performance issues for mail controllers and recipients.

Instead of attaching the video directly to the email, we recommend uploading the video to a cloud platform and sending students a secure link.

Why Use a Link Instead of an Attachment?

Benefits include:

  • Avoiding email attachment size limits
  • Improving email delivery success
  • Reducing load on mail servers/controllers
  • Faster and more reliable playback for students
  • Easier access on phones and tablets
  • Ability to replace/update the video without resending emails

Recommended Platforms

Option 1 – Microsoft OneDrive or SharePoint

Recommended for schools using Microsoft 365.

Steps

  1. Upload the video to OneDrive or SharePoint
  2. Right-click the file
  3. Select Share
  4. Configure sharing permissions:
    • Anyone with the link
    • People in your organisation
    • Specific people only
  5. Copy the sharing link
  6. Paste the link into the email sent to students

Advantages

  • Secure access control
  • No public listing
  • Included with many Microsoft 365 subscriptions
  • Suitable for internal school communications

Option 2 – Google Drive

Recommended for schools using Google Workspace.

Steps

  1. Upload the video to Google Drive
  2. Right-click the file
  3. Select Share
  4. Choose the required permissions:
    • Restricted
    • Anyone in the organisation
    • Anyone with the link
  5. Copy the sharing link
  6. Include the link in the email

Advantages

  • Easy to use
  • Reliable video streaming
  • Good mobile compatibility

Option 3 – Vimeo

Recommended when the school does not want the video publicly visible.

Features

  • Password-protected videos
  • Hidden/unlisted videos
  • No public search indexing
  • Better privacy controls than standard public video platforms

Suitable For

  • Parent communications
  • Student instructional videos
  • Staff-only recordings

Option 4 – YouTube (Unlisted Video)

YouTube videos do not need to be public.

Privacy Options

  • Unlisted
    Only users with the link can view the video
  • Private
    Only invited Google accounts can view the video

Notes

An Unlisted video:

  • Does not appear in search results
  • Does not appear publicly on the channel
  • Is generally reliable for large-scale playback

Option 5 – Dropbox

Useful for quickly sharing very large files.

Features

  • Simple file uploads
  • Shareable links
  • Optional password protection
  • Optional expiry dates (plan dependent)