Large File Send - Attachments

This article contains information on Mimecast's Large File Send feature, including sending, managing, and monitoring attachments, troubleshooting, and extending or expiring access to files, ensuring secure and efficient file sharing for users and administrators.

Also see:

• Managing Attachments
• Blocked, Stripped and Linked Attachments
• Releasing Attachments

Introduction

Large File Send services can be enabled when writing an email using Mimecast for Outlook, Mimecast for Mac, or an Attachment Management policy. 
Large File Send attachments are not transmitted through the company email server. Instead, they are sent directly through Mimecast. This helps to reduce the load on the server and the user application. Recipients are sent a notification that they have files to access. The notification contains a link to the Large File Send Portal, where they can download the attachments from the Large File Send Portal with content viewing rights.

A maximum of 250 attachments can be added to any Large File Send or Receive request. If more than that is required, consider using a file compression tool to collect the files into a single compressed file.

All Large File Send attachments are kept for 90 days, regardless of what is specified in the Expire Access to Files After Application Settings. This allows End Users to extend access to the file if they so desire. After 90 days, access to the file is revoked, but the attachment is still archived along with the message to which it was attached.
To remove it from the archive at that point, you'd have to run a retention adjustment against the message. However, if you have an account level retention of fewer than 90 days, and have extended access to a Large File Send or Large File Receive attachment, so that it would be available past the date that account level retention would have expired it, anyone with a link to the attachment is able to download the attachment until it reaches the Large File Send or Large File Receive specific expiry date.

End Users can send and monitor Large File Send files from the:

• Mimecast ribbon in Mimecast for Outlook.
• Large File Send manager in Mimecast for Mac.
• Large File Send Manager in the Mimecast Personal Portal.

Monitoring Large File Send Usage from the Administration Console

You can use the Mimecast Administration Console dashboard to monitor the Large File Send usage by using the following steps:

1. Log in to the Mimecast Administration Console.
2. Navigate to Email Delivery | Large File Send.

3. The Large File Send Screen opens and displays details for Large File Send messages, with data covering the previous three months.

4. You can click on an item to view details that include message body content, if your Administration Console Administrator role includes the ability to view Content.

5. You can find further Large File Send usage summary details in the corresponding section of the Account Assessment Report, which you can get to via Reporting | Account Assessment.

Sending Attachments with Large File Send

You can send attachments via Large File Send from the Microsoft Outlook client by using the following steps:

1. Create a Message.
2. Click on the Mimecast tab.
3. Click on Attach Large Files.

4. Select the Files you want to attach.

   The selected files are attached to the message with a notification that they will be sent via Large File Send. The file extensions are changed to .LFS, which means you cannot preview them. If you want to ensure you're sending the correct files, check them before selecting them.

5. Click on Send.
6. Amend the Large File Send options as required:

   Your administrator may enforce some or all of these settings, meaning you cannot override them.

Field / Option	Description
Expire Access to the Files After	Select the expiry date of the Large File Send request from the drop-down. The actual expiry date is displayed to the right of the field. Once the specified date has been reached, the file can no longer be accessed via Large File Send. The Custom option allows you to set an expiry date that doesn't fit any of the other options (e.g., 28 days), but the specified value cannot be more than 90 days.
Notify Me When the Files are Accessed	If selected, you are notified when the recipient accesses the files via the Large File Send Portal.
Send me a Link to the Files	If selected, you are sent a link to the files in the Large File Send Portal.
Invite Recipients to Send me Large Files	If selected, the recipient can send file attachments back to you via Large File Send. They don't have to be Mimecast customers to do this. This functionality is useful when sending a file for comment or approval.
Use an Access Key for Additional File Security	If selected, the recipient must authenticate themselves by using an access key, sent to them by the Large File Send Portal, before being able to access the files.

7. Click on the Send button. A progress notification pop-up dialog is displayed. This automatically closes when the message is successfully sent, and a notification pop-up message is displayed.

You can send attachments via Large File Send from the Mimecast Personal Portal by using the following steps:

1. Log on to the Mimecast Personal Portal.
2. Click on Compose to create a new message.
3. Click on Attach and select the files you wish to attach. 

4. Click on LFS.
5. Ensure you have entered all other required details for the message.
6. Amend the Large File Send Preferences as required (these options are the same as those shown in the equivalent screen via Mimecast for Outlook):

Your administrator may enforce some or all of these settings, meaning you cannot override them.

 

4. Click on OK.
5. Click on Send. A progress bar is displayed, and a notification pop-up message is displayed when the message is successfully sent.

Managing your Large File Send Attachments

The Large File Send Manager in Mimecast for Outlook is used to manage Large File Send attachments you have sent, and allows you to:

• Extend access to attachments.
• Expire access to attachments.
• Cancel a file upload.
• Resubmit/delete/restore a canceled attachment.

Accessing the Large File Send Manager

You can access the Large File Send Manager by using the following steps:

1. Click on the Mimecast tab in Microsoft Outlook.
2. Either click on the:

• • Manager icon in the Large File Send section.
  • Large File Send tab. A list of all of the active and expired files you have sent is displayed.

Extend Access to Attachments

You can extend access to attachments by using the following steps:

1. Click on the Large File Send | Large File Manager tab and select the message whose attachments you want to extend access to.
2. Click on Set Expiry.

3. Use the Calendar to select a new expiration date.
   

   The maximum date you specify is displayed above the current expiry date.

4. Click on Set Expiry.

Expire Access to Attachments

You can expire access to attachments by using the following steps:

1. Click on the Large File Send | Sent Files tab.
2. Select the message whose attachments you want to expire access to.
3. Click on Expire.
4. Click on Expire Download Link. The link to the attachment has now expired, which means no one can access it.

Cancel a File Upload

You can cancel a file upload by using the following steps:

1. Click on the Large File Send | Queue tab. A list of all files being uploaded displays.
2. Select the message you want to cancel.
3. Click on Cancel. A confirmation dialog is displayed.
4. Click on Yes.

Resend / Delete / Restore a Cancelled Attachment

You can resend/delete/restore a cancelled attachment by using the following steps:

1. Click on the Large File Send | Canceled tab. A list of all canceled files is displayed.
2. Select the required message.
3. Click on one of the following buttons:

• • Resend to resend the attachment.
  • Delete to remove the attachment from the list.
  • Restore to move the attachment to your Drafts folder.

4. Click on Yes in the confirmation dialog.