# File sharing for teams

A team sends files out, collects files in and passes big ones across the desk. Someone also needs to see what went where, extend a link while a colleague is away, and keep the same link for files that change every week.

_Source: https://sharelargefilesfree.com/file-sharing-for-teams · Updated 2026-10-13_

**Quick answer:** Teams can create a free team on Share Large Video Files, invite colleagues and give each a role: Admin, Editor, Uploader, Reviewer or Viewer. Send files up to 20 GB per transfer, collect files from clients or colleagues with a file request, keep a link that never changes with Keep as a folder, and move big files between desks with Send via Wi-Fi. Each member sees opens and downloads in Insights, and admins get a team activity log and a weekly report.

## Files teams send, and how big they get

| File | Format | Typical size |
| --- | --- | --- |
| Meeting recording, 1 hour 1080p screen share at about 1.5 Mbps | MP4 | about 675 MB |
| Product or training video, 5 min 4K H.264 at 40 Mbps | MP4, MOV | about 1.5 GB |
| Slide deck with images and video | PPTX, KEY, PDF | 20 to 500 MB |
| Design or project folder | PSD, FIG, AI, PDF in a folder or ZIP | 500 MB to 10 GB |
| Weekly reports and spreadsheets | XLSX, DOCX, PDF | under 20 MB each |

Video sizes are bitrate × length: 1.5 Mbps × 3,600 s ÷ 8 = 675 MB, and 40 Mbps × 300 s ÷ 8 = 1,500 MB. Screen shares with little movement are often smaller.

## Can it go by email or chat?

Can you send a 1-hour meeting recording (about 675 MB) as an attachment?

| App | Limit | Fits? |
| --- | --- | --- |
| Gmail | 25 MB per email | No, send a link |
| Outlook.com | 20 to 25 MB per email | No, send a link |
| WhatsApp (document) | 2 GB per file | Yes |
| Telegram | 2 GB per file | Yes |
| Facebook Messenger | 100 MB per file | No, send a link |
| Discord (free) | 20 MB per file | No, send a link |
| Slack | 1 GB per file | Yes |
| WeTransfer (free) | 3 GB per transfer | Yes |
| **Share Large Video Files** | 20 GB per transfer | Send the link anywhere |

Limits from our [file size limits by app](https://sharelargefilesfree.com/file-size-limits-by-app) table, checked against each service's help pages.

## A workflow that works

1. **Set up the team:** sign in, open the [Team page](https://sharelargefilesfree.com/team), create a team and invite colleagues by email with a role. Give the person who sends client work **Uploader**, the office manager **Editor**, a colleague who only checks incoming files **Reviewer**, and a manager who just wants to see what went out **Viewer**.
2. **Sending:** [upload](https://sharelargefilesfree.com/) as usual while signed in. The transfer appears in the team list, with the team's name, colour and message on the download page unless you set your own.
3. **Collecting:** switch to **Request files** for files you need from clients or other offices. Start from the _Weekly report_ template for regular reports, add the people by name so each gets a personal link and reminders, and let a Reviewer approve each file or ask for it again.
4. **A link that stays the same:** for files that change (price lists, brand assets, the current build), open **Keep as a folder** on the transfer in your Transfers page. Add or replace files with **Edit files or message**; the link never changes and followers can get an email when files are added.
5. **In the office:** to pass a big file to the next desk, open [Send via Wi-Fi](https://sharelargefilesfree.com/send-via-wifi) on both computers or phones, tap the other device and they tap **Accept**. Nothing is uploaded.
6. **Follow up:** check opens and downloads in **Insights**, and the team's **Activity** log for who sent, changed or deleted what.

## Recommended options

| Option (under More options) | Setting | Why |
| --- | --- | --- |
| Who can open the link | Only emails or domains I list | Internal files open only for your company domain |
| Brand the download page | Team name, colour and message | Every member's links look like your company |
| Email me updates | On | Downloads, answers and feedback reach the sender |
| Expires after | Long for shared documents, short for one-offs | Old versions do not linger |
| Personal links (Transfers page) | One per client or office | See who has and has not opened a delivery |
| Require an NDA before download | On for unreleased plans | A signed record from people outside the team |

Set these once, press **Save current** next to **Preset**, and reuse the same options for every project with one tap.

## Which role for whom

**Admin** manages members, roles, rules and branding. **Editor** sends and manages everyone's transfers and file requests, and exports the activity log. **Uploader** sends and manages their own. **Reviewer** cannot send, but approves, asks again or rejects files that arrive through the team's file requests. **Viewer** sees team transfers and activity only. Admins can also allow or block file types and set a monthly allowance per person. Every member needs a free account with the invited email; people you send to or collect from need nothing. See [team roles](https://sharelargefilesfree.com/team-roles-file-sharing).

## Send via Wi-Fi in the office

On the same Wi-Fi, computers and phones with [Send via Wi-Fi](https://sharelargefilesfree.com/send-via-wifi) open see each other, and the file goes directly between them with no size limit, at the speed of your local network. On a busy office network, choose **Create a private room** so only colleagues with the room link (and its PIN, if you set one) appear, then use **Send to everyone** to hand a deck or folder to the whole meeting room at once. Many office and guest networks block devices from talking to each other: then pair with the 6-digit code, and if a direct connection is still blocked the page uses an encrypted relay (up to 5 GB per transfer by default). For colleagues working from home, the same code works across networks, or send a normal link.

## What a team is not

A team shares transfers, file requests, contact groups and branding; it is not permanent cloud storage or a shared drive. Transfers expire after 1 day unless extended, and a folder is kept for a set time after the last change. Keep the master copies in your own storage.

## Frequently asked questions

### How do we share files as a team?

Create a free team on the Team page, invite colleagues with a role, and send while signed in. Everyone sees the team's transfers, contact groups and branding.

### What is the difference between an Uploader and a Reviewer?

An Uploader sends and manages their own transfers. A Reviewer cannot send, but reviews files that arrive through the team's file requests: approve, ask again or reject.

### Can we keep one link for files that change?

Yes. On the Transfers page choose Keep as a folder, then add or replace files. The link stays the same and people can ask to be emailed when files are added.

### Can colleagues in the same office send files without uploading?

Yes. Open Send via Wi-Fi on both devices, tap the other device and they tap Accept. The file goes directly over your network with no size limit.

### Can we see who downloaded our files?

Yes. Each transfer lists opens and downloads, Insights sums them up for your account, and admins get a team activity log with CSV export and a weekly report.