How to Share Large Files via Gmail with Google Drive — Plus Better Security Options

In today’s world, sending huge files through email can be tricky. Gmail limits attachment size, which can interrupt workflow — especially if you’re sharing design files, investor decks, or confidential documents. This guide shows you how to use Google Drive to bypass those limits, and how adding a layer of secure file-sharing makes your data safer, trackable, and under control.

Sharing large files by email is a basic need for founders preparing an investor pitch, legal teams running M&A due diligence, and deal teams collaborating on confidential documents. Many people use the Gmail + Google Drive workflow to bypass attachment limits. That works — but when documents are sensitive, you need more than just a link: you need granular permissions, revocable access, detailed document tracking, and audit logs.

In this guide we compare the common Google Drive link approach (plus third-party wrappers) with DeelTrix — a modern Virtual Data Room (VDR) built for startups, M&A, and investor workflows. You’ll learn the security and usability tradeoffs and which option is best when you’re fundraising or running due diligence.

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How Gmail + Google Drive sharing works

📂 Using Google Drive to Send Large Files (Step-by-Step)

Sending large files by email is a common challenge because Gmail has a 25 MB attachment limit. Anything bigger (like pitch decks, product demos, design files, or contracts) will bounce back. Google Drive solves this by letting you share a link to the file instead of attaching it directly. Here’s how to do it properly:

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🔹 Step 1: Upload the file to Google Drive

1. Go to drive.google.com in your browser or open the Google Drive app on your device.
2. Click the “+ New” button (on desktop) or the “+” icon (on mobile).
3. Select “File upload” and choose the file from your computer or phone.
   • For very large documents or zipped folders, this might take a few minutes depending on your internet speed.
4. Once uploaded, your file will appear in “My Drive.”

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🔹 Step 2: Insert the file into your Gmail message

1. Open Gmail and click “Compose” to start a new message.
2. At the bottom of the email compose window, click the Google Drive triangle icon.
   • On mobile, tap the paperclip icon, then choose “Insert from Drive.”
3. A window will pop up with your Drive files. Navigate to the one you just uploaded.
4. Select the file and click “Insert as Drive link.”
   • This is important: choosing “Drive link” means Gmail will send a clickable link rather than trying to attach the file.

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🔹 Step 3: Adjust sharing permissions

1. If the file is private by default, Gmail will prompt you to adjust sharing so your recipient can open it.
2. You’ll see options like:
   • Restricted (specific people only): Only emails you specify will have access.
   • Anyone with the link: Anyone who has the link can view (useful for broad sharing, but less secure).
   • Viewer / Commenter / Editor: Choose how much control recipients have.
3. Select the appropriate permission depending on whether you want them to only read, comment, or collaborate.

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🔹 Step 4: Send your email

1. Add your recipient’s email address, subject, and message as usual.
2. Hit Send.
3. The recipient will receive your email with a clickable Google Drive link instead of a bulky attachment.
   • They can open the file directly from Drive without downloading it as an email attachment.

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✅ Result: You bypass Gmail’s size limit, your file is neatly stored in the cloud, and the recipient can open it instantly without the risk of bouncing emails.

This is reliable for everyday large-file sharing (design assets, compressed datasets, or an investor deck). It’s free with Google Workspace and familiar to nearly everyone.

But it has limits for M&A, fundraising, and compliance:

• Link access controls are basic (Anyone with link or specific emails).
• No built-in per-page read tracking or time-on-page analytics.
• Hard to enforce download restrictions, print blocking, or device checks.
• Audit trails suitable for legal & compliance are missing.

These gaps create exposure when sharing deal-sensitive documents — for instance during due diligence, when you need verifiable access logs and strict controls.

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What enhanced secure sharing tools add

Third-party tools that layer over Google Drive (or replace it) focus on secure file sharing features that matter in startup funding and M&A:

• Fine-grained permissions (view only, block download, watermarking)
• Expiry & timed access (auto-revoke links after a set period)
• Viewer authentication (confirm identity before granting access)
• Detailed document analytics (who viewed which page and for how long)
• Revocation & audit logs (critical for legal evidence and compliance)

If you frequently share investor decks, cap tables, or legal contracts, these controls move you from “convenience” to “investor-ready security.”

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DeelTrix: VDR built for founders, investors, and M&A teams

DeelTrix is designed as a modern Virtual Data Room (VDR) and DocSend alternative that balances security, speed, and usability. It’s optimized for startups raising capital, advisers running deals, and corporate teams closing M&A transactions.

Core advantages of DeelTrix (why founders & investors choose it):

• VDR workflows for M&A & due diligence — structured folders, granular roles, and permission templates accelerate secure document review.
• Document tracking & analytics — see exactly which investors opened your deck, how many pages they read, and when — a must for investor outreach and follow-ups.
• Revocable access & expiry — revoke access any time or set auto-expiry for sensitive docs.
• Watermarking & download controls — helps prevent leaks and maintain provenance.
• Simple pricing & fast setup — designed to be startup-friendly; you can start with a free Lite plan and scale to premium VDR features.
• Investor experience — clean, friction-free viewer for limited-tech investors; reduces drop-off during diligence.

DeelTrix is purpose-built to make the VDR experience approachable for founders while retaining enterprise-grade controls expected by M&A teams and venture investors.

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Side-by-side comparison (high-level)

• Ease of use
  • Google Drive + Gmail: Instant, familiar. Great for ad-hoc large files.
  • DeelTrix: Slight learning curve but optimized for deal workflows.
• Security & Permissions
  • Drive: Basic link/email permissions.
  • DeelTrix: Fine-grained roles, watermarks, device checks.
• Document tracking / analytics
  • Drive: Minimal (last opened metadata).
  • DeelTrix: Page-by-page analytics, view duration, user activity logs.
• Compliance & auditability
  • Drive: Limited logs — not ideal for regulated deals.
  • DeelTrix: Audit trails and reporting suitable for due diligence.
• Cost & pricing model
  • Drive: Low cost (Google Workspace tiers).
  • DeelTrix: SaaS pricing for VDR features; designed to be affordable for startups with tiered plans.

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When to use each option

• Use Google Drive + Gmail if:
  • You are sharing non-sensitive large files with a trusted colleague.
  • You need a fast, free solution for ad-hoc sharing.
  • You’re early stage and not yet in active fundraising or M&A.
• Use DeelTrix (VDR) if:
  • You’re sharing investor material for a seed/Series A fundraise.
  • You need audit logs for due diligence or compliance (M&A, PE, audit teams).
  • You want real document analytics that boost follow-up conversion with investors.
  • You want simple, secure workflows that investor audiences recognize and trust.