Why can’t you send large Excel files by email?
A short spreadsheet fits in an email. A file with source data, pivot tables, and historical records does not. A transaction CSV is even larger. Gmail does not accept attachments over 25 MB, and Outlook does not accept attachments over approximately 20 MB.
Some email services also block .xlsm attachments containing macros for security reasons. Deleting sheets makes the file smaller. It also breaks formulas that reference those sheets. Zipping the file is often not enough. XLSX is already compressed.
The file the recipient opens should be the workbook you saved.
| Method | What happens | For reports and source data |
|---|---|---|
| Gmail or Outlook attachment | Attachments over 20–25 MB will not send; some mailboxes block XLSM | Not suitable |
| Deleting sheets | Formulas may return errors | Risky |
| Zipping again | Little reduction in size | May not get below 25 MB |
| Online spreadsheet | Requires an account; macros and some formulas may be lost | For viewing together |
| SendGB link | The file is not opened; no rows are deleted | Suitable for delivery |
The example above is a financial handoff: a transaction CSV, consolidated report, budget file, PDF summary, and short note. If the written explanation is in Word, see the guide to sending Word documents.
Reducing the file size vs. sending it unchanged
Deleting a sheet leaves formulas that reference it without their source. Errors appear during the meeting. A pivot table cannot summarize data without its source either. We do not do this.
Moving the file to an online spreadsheet works for viewing together. Macros and some formulas may not survive the move. The copy you send is your XLSX file.
| Smaller or online copy | Excel file sent unchanged | |
|---|---|---|
| Purpose | Fit into an email, view together | Calculate, edit |
| Formulas | Break if sheets are deleted | Stay in the file |
| Pivot tables | Empty when the source is removed | Stay in the file |
| Macros | May not run in an online tool | Stay in the file; we do not run them |
| What we do | We do not delete sheets or move files into an account | We do not open the file |
You save the PDF summary yourself. It does not calculate formulas. It is for viewing. PDFs can be opened on the download page. XLSX files cannot. See the separate guide to sending PDFs.
Include the source files
If a formula references another workbook, that file must also be in the folder. If it uses a relative path within the folder, the path is preserved when the recipient downloads the entire transfer. If it uses an absolute path, the file will not be found. We do not fix that reference.
| Item | Location | If missing |
|---|---|---|
| Main report | The main file in the folder | The summary is not delivered |
| Source CSV or budget | In the source folder | The formula has no source |
| File linked by an absolute path | On your computer | Cannot be found on the recipient’s computer |
| Pivot table | Inside the report | The summary is empty without the source |
| PDF summary | A copy you save | Only the calculation file is downloaded |
Clicking a single CSV downloads only that file. It does not assemble the report. If you have many exports, the free limit is 500 files. See the guide to sending folders for details.
Add a password for payroll, customer, or financial lists. Send the password separately from the link. The password required to open the file is separate. We do not remove it.
Is 5 GB enough for a spreadsheet?
A report and a year of transaction records often fit within 5 GB. Raw records spanning many years may not. The limit is based on total size, not the number of sheets or rows. We do not guarantee a specific record count.
| What you are sending | Typical size | Which option is enough |
|---|---|---|
| Short spreadsheet | Often a few MB | Free, no signup, up to 90 days |
| Report and pivot table | Tens or hundreds of MB | Free |
| Report and transaction CSV | May be around 1 GB | Free if it fits |
| Years of raw records | May be tens of GB | SendGB Extra, 500 GB per transfer |
| Export over 500 GB | One-time transfer | SendGB Exceed, up to 1 TB |
SendGB Extra starts at €29.90 per year. It includes 2,500 files and 1 TB of storage. SendGB Extra keeps files for up to 1 year. It is suitable for teams that frequently send large spreadsheets.
SendGB Exceed requires no membership. A 1 TB transfer costs €9.99. You can send 2,500 files. The code is single-use and valid for 1 year. SendGB Exceed transfers stay available for 7 days. It is enough for an occasional very large export.
If you enter your email address, you receive one notification when a download starts. With email delivery, you are notified once per recipient. With link delivery, you are notified once per transfer. If the same person downloads again, you do not receive another email. The notification does not confirm that the download has finished.
How to send
- 1
Add your files
Add the Excel file and its source spreadsheets to the upload box. Include a PDF copy if you have one. The free limit is 5 GB in total.
- 2
Send the link
Send the link to the recipient’s email address, or copy it into a message. Add a password for customer or payroll data. Send the password separately from the link. If you enter your email address, you receive one notification when a download starts.
- 3
The recipient downloads the file
The recipient downloads from the link and does not create an account. XLSX files cannot be opened on the download page. PDFs can be viewed. The recipient opens the spreadsheet in their own copy of Excel. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. SendGB Extra keeps files for up to 1 year.
What happens to your file?
- We leave the file untouched. Formulas, pivot tables, and sheets stay intact.
- XLSX, XLSM, and CSV files are not converted to another format. No rows are deleted.
- Source files in the same folder travel together. Downloading everything together preserves the folder structure.
- If you enter your email address, you receive one notification when someone starts downloading.
What we don’t do
- We do not open files in Excel. We do not calculate formulas, run macros, or delete sheets.
- XLSX files cannot be opened on the download page. You provide the PDF for viewing.
- A file referenced by an absolute path in a formula may not be found on the recipient’s computer. We do not fix that reference.
- There is no Gmail or Outlook add-in. You paste the link yourself.
Frequently asked questions
Will formulas and pivot tables stay intact?
Yes. We do not open or recalculate the file. Formulas, pivot tables, and conditional formatting stay intact. A pivot table summarizes data. Do not reduce the file size by deleting sheets. A formula that references a deleted sheet will return an error. We do not delete sheets.
Can I send a file with macros?
Yes. The XLSM file downloads unchanged. We do not run or delete macros. The link is not an email attachment. The file is not embedded in the message. Excel may still ask the recipient for permission to run macros or may disable them. We do not remove that warning.
Will a CSV export be split up?
No. No rows are deleted, and the file is not split. We do not generate the CSV. The file you saved is the file the recipient downloads. We do not promise how many rows will fit. The limit is based on total size, not row count.
Will zipping the file help?
Not much. XLSX is already a compressed file format. Zipping it again reduces the size slightly, but often not below 25 MB. We do not open the archive. Sending the file as it is is simpler.
Will formulas linked to another workbook be preserved?
The formula stays in the file. If the referenced file is in the same folder and linked with a relative path within that folder, the path is preserved when the recipient downloads the entire transfer. If it uses an absolute path, the recipient’s computer will not find it. We do not fix that reference.
Should I include a PDF copy?
Include one so the summary can be viewed. A PDF does not calculate formulas or allow sheet editing. You save it yourself. Include it in the same transfer as the Excel file. PDFs can be opened on the download page. XLSX files cannot.
Is the file password the same as the transfer password?
No. The password required to open the Excel file stays in place. We do not know or remove it. You can also add a password to the transfer. Send the password separately from the link. Using both is appropriate for payroll, customer, and financial lists.
How do I get around Gmail’s 25 MB limit?
Do not attach the file to the email. Source data and the pivot cache can exceed this limit. Create the transfer and paste the short link. There is no add-in. The file is not embedded in the message.
Why is my Excel file so large?
Multiple sheets, pivot caches, embedded images, and long CSV files increase the size. A short spreadsheet is small. A year of transaction records can exceed 1 GB. We do not guarantee a specific record count. Free transfers are limited to 5 GB and 500 files.
Which option should I choose if 5 GB is not enough?
A report and its source CSV often fit within 5 GB. Free transfers over 250 MB stay available for 7 days. Free transfers up to 250 MB stay available for up to 90 days. Years of raw records require SendGB Extra: 500 GB per transfer, 2,500 files, 1 TB of storage, starting at €29.90 per year, with files kept for up to 1 year. For a single export over 500 GB, SendGB Exceed is enough: no membership, €9.99 for a 1 TB transfer, 2,500 files, and a single-use code valid for 1 year. SendGB Exceed transfers stay available for 7 days.
Send a download link instead of attaching the Excel file
A report and its source CSV may fit within 5 GB. Larger exports can be sent up to 500 GB with SendGB Extra, or up to 1 TB in a single transfer with SendGB Exceed.
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