Sharing large files with your colleagues

In response to customer concerns regarding OIT's announcement of the message size limit change in our WolfWise system, below are some items to think about to help you more easily share large files with your colleagues.

First, you will know if you have tried to send a file that is too large. It will not just fail without your knowledge. You will recive an error message letting you know the message is too large in the Windows GroupWise Client, in the GroupWise Web Client, and in the Gmail Web Client, which you can see by clicking on the respective links. If you receive a message like that, what options do you have?

  • Be aware that the header of the message, which is not visible to you, as well as whatever you type into the message (including any images you embed as described in the next point) count toward the overall message size, in addition to any attachment you might add.
  • If you embed images, such as screen captures or a graphic of any kind in your signature, that can significantly increase the size of your message. OIT has seen a 6 MB signature file due to the inclusion of a photograph of the sender. It not only increases the size of your message, but it takes up room in the receiver's storage space upon arrival.
  • In general before attaching a file, navigate to the location of the stored file and note its size.On both Windows and Macs, using the Explorer or Finder to view files, size is displayed in the format of: 83.4 MB or 6 KB. You may need to select "Details" under the "View" option in order to see the size.
  • In the GroupWise client, verify the size of the file after adding the attachment, when you should see information about the attached file. You may need to select "Details" under the "View" option in order to see the size.
  • If you need to share several large files, consider sending each file individually in separate email messages.
  • If you are using a Microsoft product such as Word or Powerpoint, consider compressing the file before you send it. In Word or Powerpoint, under the File menu, select "Reduce File Size" and follow the directions. You can compress all pictures or just certain ones.
  • If you are sending PDF files, be sure to Optimize your file(s) before sending to reduce their size.
  • If you are a Google user, you can use Google Docs to share a document that is up to 1 GB in size and not converted into the Google Docs format. See Google's Size limits information about documents, spreadsheets, presentations, drawings and other files. Note: You cannot purchase additional Google Docs storage at this time.
  • Consider using Velocity and shared departmental file space.

Velocity

Velocity is a secure NC State developed product for sharing large files. NC State employees can easily share files with colleagues; all this is needed is a Unity id/password. Once on the Velocity server, the receiving user gets a unique URL that allows them to access the file(s). Files remain on the server for 31 days. For colleagues that may not have a Unity id/password, they can enter their email address and have a password generated and sent to them. See velocity.ncsu.edu for more information and to use the service. 

For information on setting up permissions for placing documents in shared file space, please contact first your local IT support person. If necessary, please feel free to contact the NC State Help Desk at 515-help or email help@ncsu.edu.

Tags: