Workflow
Mail Drop on Mac: Send Large Attachments, and When to Shrink Them Instead
Mail Drop is Apple Mail’s way to send large attachments. When a file is too big for the recipient’s mail server, Mail uploads it to iCloud and sends a download link instead. Apple allows up to 5 GB per message, and links expire after 30 days.
How do I send a large attachment with Mail Drop?
- Open Mail, write a new message and attach the file by dragging it in or clicking the paperclip.
- Click Send. If the attachment is too large for normal delivery, Mail asks whether to use Mail Drop.
- Choose Use Mail Drop. Mail uploads the file to iCloud, then sends the message with a download link.
For an iCloud address it is on by default. For another account, such as Gmail or Outlook, open Mail > Settings > Accounts, select the account, and look for Send large attachments with Mail Drop under Account Information. The wording can change between macOS versions.
What are the Mail Drop limits?
| Limit | Value |
|---|---|
| Message size, with attachments | Up to 5 GB |
| Download window for the recipient | 30 days, then the link expires |
| Counts against your iCloud storage | No |
| Recipient experience | Link to download, not an attachment inside the email |
Apple documents these on its Mail Drop limits page. Apple also lists a total Mail Drop storage cap that frees up as attachments expire, and says a link can be limited if it gets heavy traffic. Check that page for the current numbers before you rely on them.
Why is Mail Drop not working?
- No prompt appears. The file may be small enough to send normally, or Mail Drop is off for that account. Check Account Information as above.
- Upload fails or stalls. Check you are signed in to iCloud and online. Mail Drop uploads through iCloud, so a weak connection fails on large files.
- The message is over the limit. Apple counts the whole message with attachments, so over 5 GB is refused. Shrink or split the files.
- The link will not open. It may have expired after 30 days. You have to send it again.
- The recipient cannot see the file. Some mail apps strip or hide links, and some businesses block them. Ask them to check spam, or use another sharing method.
When should I shrink the file instead of using Mail Drop?
Mail Drop gets a big file there, but it is not always the best answer. A link is a worse experience than an attachment: it expires, and corporate filters sometimes block it. A smaller file also uploads faster, downloads faster and never hits a recipient’s limit. Shrink first when:
- The recipient is a business, a lawyer, a school or a portal that wants a normal attachment.
- You are sending photos or a PDF that do not need full resolution.
- The file only needs to be watched or read, not edited.
Routes by file type: compress video for email, compress a PDF for email and reduce video file size on a Mac. Zipping will not shrink media, as zip vs compress shows.
# check the size before you send (bytes)
stat -f%z big-video.movWhen is Smol the wrong tool for this?
If the file must go as is, such as a camera original, a master video or a print-ready PDF, use Mail Drop and do not compress anything. Smol has no lossless image mode. For a one-off, Preview, QuickTime and sips are free and enough to shrink a file before sending.
Smol earns its $29 when you send files often. Drop a mixed batch in, or right-click in Finder, and everything is compressed on your Mac with nothing uploaded, as a copy beside the original by default. On one generated 3000 x 2000 JPEG, a default compress took 1,040,309 bytes to 151,330, partly because Smol fits images inside 2000 x 2000 px by default. See pricing.
How we checked this
Read Apple’s Mail Drop limits page for the 5 GB and 30-day figures. Ran one default Smol 1.0.35 compress on a generated JPEG. Menu wording varies by macOS version and was not tested live. Facts last checked . We make Smol, so treat our claims about it with the same care as any vendor’s, and see our editorial policy.
Mail Drop: common questions
How big a file can Mail Drop send?
Apple lists a 5 GB limit, counting the message with its attachments. The attachment does not use your iCloud storage, and the download link expires after 30 days. Always confirm on Apple’s Mail Drop limits page, since Apple can change the figures.
Does Mail Drop work with Gmail or Outlook on a Mac?
Yes, in Apple Mail it can be switched on per account. Open Mail > Settings > Accounts, pick the account and enable the Mail Drop option under Account Information. The message still goes through that account, but the attachment is hosted in iCloud as a link. You need an Apple Account to use it.
Does the recipient need an iCloud account?
No. They get a download link and can open it in any browser. If they use Apple Mail, the attachment can appear inline. The link works for 30 days, and a recipient who misses that window needs you to send the file again.
Does Mail Drop compress the file?
No. Mail Drop uploads the file unchanged, so quality is not affected, but the file is as large as before. If the recipient has a slow connection or strict limits, shrinking the file first is kinder. That needs a separate step in Preview, QuickTime or a compression app.
Is Mail Drop secure for private documents?
Treat it as a link that anyone holding it may open until it expires. For sensitive files, remove metadata, password-protect the document, or use a service built for confidential sharing. Mail Drop is built for convenience with large files, not for confidential delivery.
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