Sending Large Files

As data sources have got larger over the years it is becoming more important to be able to send large files across the network. At present it is possible to send emails of up to 100MB in size using the Nexus service. A further issue may be that the intended recipient of your email cannot actually download it as there may be size download limits set by their email service. In such circumstances the email will be returned to you.

1. OxFile Service

To overcome the limitation of trying to send large files by email, OUCS now runs a large file service called OxFile. It can be used by any member of the University to send and receive large files from colleagues in Oxford and from around the world. It has strong access controls so only people who are meant to access files can do so. This service is now the recommended route for University members to send and receive large files. Details about the OxFile service are available on this site and the service itself is linked to below:

Go to the OxFile Service.

2. Using MyWebLearn Service

Another method of storing and exchanging large files, with a great deal of flexibility when it comes to access control, is to use the central WebLearn Service. By using a combination of MyWebLearn and access controls you can restrict access to your files to one or a small group of people.

  • All members of the University (including Virtual Access and Visitor card holders) can get a MyWebLearn space. It's also possible to create external accounts if external collaborators can't be issued with a card (more information about creating external accounts).
  • By default in MyWebLearn there are Public and a Private areas, into which files can be uploaded. These areas are completely modifiable by the user in terms of title, description and access controls.
  • Users can control access to all the files they upload, from granting full public (Googleable) access, limiting access to the University groups provided, or to just ad-hoc groups that users create themselves (which could include only a single user). In addition, users can be granted varying levels of access.
  • MyWebLearn uses a quota system to ensure a fair distribution of the disk space and resources. The standard quota is currently set to 20 MB.

For further information see:

3. Non-University Operated Services

If you do not mind that a non-University service holds your files, you could use one of many free and commercial operators who will store your large files on their servers. These services allow you to specify who can access the files, maintaining security.

The following services are know to us but we do not endorse any of these services. If you use one, it is at your own risk. We do provide a checklist for assessing third-party IT services and recommend that you read this before signing up to any outside service. Please note there are many file sending services available on the Internet. Try a Google search to find lots more services.

4. Other points to consider:

  • When you have a large file to send to someone, remember to compress the file. This will reduce its size and may enable you just to email it to colleagues. How you do this depends on what type of file you have and on your computer's operating system. If you cannot find the necessary information by searching the Internet, your local IT support person may be able to help.
  • If formatting is not an issue, you could also convert the file to plain text rather than keeping as a bulky Word file for instance.
  • If time is not an issue you could even copy the data to DVD/CD/portable device and send through the postal service or use a courier!