Huge Attachments in NICeMail

NICeMail allows you to attach and send multiple files while composing an email. However, due to security policies and file size limitations, there are specific procedures for sending attachments of varying sizes. For smaller attachments that fall within the standard size limit, files can be sent directly within the email. For larger attachments, NICeMail provides two secure options, sharing the file via a "share via link" option or using GovDrive for sharing files that exceed the maximum size limit.

How NICeMail handles Attachments ?

• Small Attachments : Files within the standard size limit are treated as normal attachments and sent as part of the email without any restrictions.
• Huge Attachments :  Files larger than the standard limit but within the maximum allowable size (1 GB) are categorized as huge attachments. These files are sent using the "share via link" option. A link is generated and included in the email, allowing recipients to securely access the file.
• Attachments exceeding the maximum size limit : If the uploaded file exceeds the set size limit for huge attachments (1 GB), an error message will appear, and the file will not be sent. In such cases, users should upload the file to GovDrive and share it via a secure link.

Steps to send attachments

Files within the standard size limit can be directly attached and sent via email. Follow these steps:

1. Login to https://mail.gov.in/.
2. Click New Mail to compose your email.
3. Select the Attachment icon and locate the attachment you want to send in the email.
4. The files will be added as attachments to the email.
5. Once done, send the email to the intended recipient(s).

The email will be delivered with the attached files directly included. To learn more about how to add attachments to your email in multiple ways, refer to this document.

Sending Huge Attachments

Attachments that exceed the standard size limit but are within the maximum allowed size (1 GB) are considered huge attachments. These files are sent via the "share via link" option, where a link is generated and included in the email, enabling recipients to securely access the file. 

By default, when sending an email with a huge attachment as a link, the file is shared with limited access. To learn more about file permissions or change file permissions, refer here.

If your file exceeds the allowed size for direct attachment, follow these steps to share it securely:

1. Login to https://mail.gov.in/.
2. Click New Mail to compose your email.
3. Select the Attachment icon and locate the attachment you want to send in the email.
4. If the file exceeds the allowed size, you will receive a prompt to send file as link.
5. Click Yes to add your attachment as a link in your email.

The huge attachments will be uploaded to your email and sent as a link to the recipient(s), who can access and download the files from the link. You can send multiple attachments of up to 1 GB each. Each file will be sent individually as a link.

Sending Large Attachments via GovDrive:

If the attachment size exceeds the maximum limit for huge attachments (1 GB) or if the email contains external recipients, it should be sent via GovDrive. Follow these steps to securely share the file using GovDrive:

1. Login to https://mail.gov.in/.
2. Click New Mail to compose your email.
3. Select the Attachment icon and locate the attachment you want to send in the email.
4. If the file exceeds the allowed size (1 GB), an error message will appear. Upload the file to GovDrive instead and generate a shareable link.
5. Copy the generated link and Paste it into the email content.
6. Send the email to the intended recipient(s).

The recipient(s) will receive the link, which they can use to access and download the file securely. This process ensures the safe sharing of large attachments.

Huge Attachments in Attachment Viewer

Huge attachments will be listed in the Attachment Viewer, allowing you to easily view and access them.

Viewing Huge Attachments in the Attachment Viewer

1. Log in to https://mail.gov.in/.
2. Navigate to the Attachment Viewer icon in the right pane. This will display all the attachments sent and received by you.
3. Click the Filter icon in the top right corner of the Attachment Viewer screen.
4. Set the filter condition under the "Attachment From" entity to "Huge Attachments" You can also adjust other filter conditions as needed.
5. After setting the necessary filter conditions, click Filter.
6. All the huge attachments matching this filter will be displayed for you to view.

File Permissions

NICeMail provides two levels of file access permissions for huge attachments. The permissions are:

• Limited access - Only the recipients can access or download the file using their linked NICeMail accounts.
• Organization Access - Only users within your organization /department with linked NICeMail accounts can access or download the attachment.

If the link is accessed without logging into the respective NICeMail account, the file will not be accessible.

Edit Permissions

By default, all attachments are set to Limited Access. You can change this access level after attaching it to an email by following these steps:

1. Log in to https://mail.gov.in/.
2. Navigate to the Attachment Viewer icon in the right pane.
3. Filter the attachments to view Huge Attachments.
4. Hover over the preferred huge attachment for which you want to change the access permissions.
5. Click the More Options icon and select Edit Permissions.
6. Choose the desired access permission for the file from the options provided:
   • Limited Access: The file can only be accessed or downloaded by the recipients. You can view the current list of recipients here and add additional users or groups by entering their email addresses to share the file with them.
   • Organization Access: Only users within your organization/department can access or download the attachment.
7. Click Save to generate the secure attachment link.
8. You can then copy the link using the Copy Link option under More Options and share it with other users securely.