How Do I Send a Video Link in an Email?

Have you ever tried to share a video through email, only to have it end up lost in the digital ether? Maybe the video didn’t play properly, or the email bounced back because the file was too large. You’re not alone—sending videos via email can be tricky, but it’s a powerful way to engage with your audience, whether you’re sharing a product demo, a personal message, or a memorable moment.

In today’s fast-paced digital world, video has become one of the most effective ways to communicate. Studies show that emails containing videos can increase click-through rates by up to 300%, and it’s no surprise. Videos offer a dynamic, engaging way to convey your message, making them a favorite tool for marketers, businesses, and even personal communication.

But here’s the thing: if your video doesn’t get seen, it doesn’t matter how amazing it is. The key to successful video sharing lies in how you send it. This guide is here to help you navigate the best practices for sending video links in emails, ensuring that your content gets viewed, appreciated, and acted upon.

We’ll cover everything you need to know, from why videos are so effective in emails to the step-by-step process of uploading your video to a reliable platform like FileTransfer and generating a shareable link. By the end of this post, you’ll be equipped with the tools and knowledge to share your videos with confidence, knowing they’ll reach your audience just as you intended.

Ready to dive in? Let’s get started!

1. Why Videos Are Effective in Emails

When it comes to grabbing attention in a crowded inbox, videos are like a secret weapon. They bring a level of engagement and connection that plain text or static images simply can’t match. Here’s why videos have become a go-to tool for anyone looking to make an impact with their emails:

1.1. Capturing Attention Instantly

The first hurdle in email communication is getting the recipient to actually open your email. With hundreds of emails flooding inboxes daily, standing out can be a challenge. That’s where video comes in. A compelling video thumbnail or a GIF preview can catch the eye immediately, making recipients more likely to click on your email and see what you have to say.

1.2. Enhancing Engagement

Once the email is opened, the next challenge is keeping the recipient engaged. This is where video truly shines. Studies show that people are far more likely to watch a video than read through blocks of text. Videos can convey emotions, demonstrate products, or tell stories in ways that text alone cannot. This dynamic form of communication keeps viewers interested and more likely to absorb the message you’re trying to convey.

1.3. Boosting Conversion Rates

For marketers, the ultimate goal is often conversion—whether that means making a sale, signing up for a service, or encouraging further interaction. Videos have been proven to increase conversion rates significantly. In fact, adding a video to your email can increase click-through rates by up to 300%. This is because videos can simplify complex information, provide clear calls to action, and create a more persuasive pitch, all within a short span of time.

1.4. Building a Personal Connection

One of the most powerful aspects of video is its ability to create a personal connection. Whether it’s a personalized greeting, a behind-the-scenes look at your business, or a customer testimonial, videos can help humanize your brand. This connection is invaluable in building trust and loyalty with your audience, making them more likely to engage with your content and your brand over the long term.

1.5. Making Information More Digestible

Sometimes, you need to convey complex information—like a product demonstration or a step-by-step guide. Videos make it easier to explain these concepts in a clear and concise manner. Visual learners, in particular, benefit from seeing something in action rather than just reading about it. This not only helps in reducing misunderstandings but also in making your audience feel more confident about the information they are receiving.

Lastly, videos are highly shareable. If your video is engaging and valuable, recipients are more likely to share it with others, increasing your reach beyond the initial email list. This is particularly beneficial for marketing campaigns, where the goal is often to spread the word as widely as possible.

2. Best Practices for Sending Video Links in Emails

Now that we’ve established why videos are such a powerful tool in email communication, it’s crucial to know how to send them effectively. Sending a video link isn’t as simple as copying and pasting a URL into your email—you need to ensure that your video is seen, played, and appreciated. Here are the best practices to follow for sending video links in emails:

2.1. Keep It Simple

When it comes to email communication, simplicity is key. Avoid overwhelming your recipients with too much information or overly complex instructions. The goal is to make it as easy as possible for them to click on your video link and watch the content. A clean, uncluttered email with a clear focus on the video will help guide your audience’s attention to where you want it.

Tip: Use short, compelling text to introduce the video. A simple sentence like “Check out our latest product demo” can be far more effective than a long-winded explanation.

2.2. Use a Clear Call to Action

A clear call to action (CTA) is essential to guide your recipients toward the desired action—in this case, watching your video. Your CTA should be direct and inviting, leaving no doubt about what you want the recipient to do next.

Example: Use phrases like “Watch Now,” “See How It Works,” or “Experience It in Action.” Pair these with a button or a clickable thumbnail to make the process intuitive.

2.3. Ensure Compatibility Across Devices and Email Clients

Not all email clients and devices handle video content the same way. Some may not support embedded videos, while others might display them differently. To ensure that your video is accessible to everyone, regardless of their device or email client, follow these steps:

Use a Video Thumbnail or GIF: Instead of embedding the video directly into the email (which might not work across all platforms), use a clickable thumbnail or an animated GIF that links to the video hosted on a reliable platform.
Link to a Web Page: Consider linking the thumbnail to a landing page where the video is hosted. This way, you can control the viewing experience and track engagement.

2.4. Add Context to Your Video

While a video can speak volumes, providing a bit of context in your email can help set the stage. Briefly explain what the video is about and why it’s worth watching. This not only piques the recipient’s interest but also provides clarity about what they can expect.

Example: “In this short video, we’ll show you three ways to improve your productivity using our new software. Don’t miss the expert tips at the end!”

2.5. Optimize for Mobile Viewing

With more than half of all emails being opened on mobile devices, it’s essential to optimize your video email for mobile viewing. Make sure your email design is responsive, meaning it adjusts to different screen sizes, and that your video link or thumbnail is easily clickable on a smaller screen.

Tip: Test your email on different devices and email clients to ensure a consistent experience across the board.

2.6. Test Before Sending

Before hitting send on your video email, it’s crucial to test it. This helps you catch any issues with video links, formatting, or display that could hinder your recipients from viewing the content.

Testing Steps:
Send a test email to yourself and open it on multiple devices.
Ensure the video link works and leads to the correct video.
Check that the CTA button or thumbnail is prominently displayed and functional.

2.7. Consider Video Length and File Size

While you’re not directly sending the video file itself, the length and size of the video can still impact your email’s effectiveness. Long videos might deter viewers, especially if they are busy or on the go.

Tip: Keep your videos short and to the point—typically under 2 minutes for most marketing emails. If the video is longer, consider breaking it into smaller segments or providing a brief summary alongside the link.

3. Step-by-Step Guide: How to Send a Video Link in an Email

Now that you’re familiar with the best practices for sending video links in emails, it’s time to get hands-on. In this section, we’ll walk you through the process of uploading your video to FileTransfer, generating a shareable link, and seamlessly incorporating it into your email. Follow these steps to ensure your video is shared effectively and reaches your audience without a hitch.

3.1. Step 1: Upload Your Video to FileTransfer

The first step in sharing your video is to upload it to a reliable hosting platform. For this guide, we’ll use FileTransfer, an excellent tool for sending large files, including videos, quickly and securely.

Why Choose FileTransfer?: FileTransfer offers a user-friendly interface, secure file sharing, and the ability to handle large video files with ease. It’s a great option if you need to send videos that are too large for traditional email attachments.
Uploading Your Video:

Visit the Website: Go to www.filetransferhq.com.
Select Your Video: Click on the “Upload Files” button on the homepage. This will open a file browser window where you can select the video you want to share.
Adjust Settings: Depending on your needs, you can adjust settings such as file expiration (e.g., how long the link remains active) or add a password for extra security.
Start the Upload: Once you’ve selected your video and adjusted the settings, click “Upload.” The platform will begin uploading your file to their servers.

What to Expect: The upload time will depend on your video’s file size and your internet connection speed. FileTransfer provides an upload progress bar, so you can monitor the status.

3.2. Step 2: Copy the Video Link

After your video has been successfully uploaded to FileTransfer, you’ll need to obtain the shareable link that you can include in your email.

Getting the Shareable Link:

Copy the Link: Once the upload is complete, FileTransfer will generate a shareable link. This link is unique to your video and can be easily copied by clicking the “Copy Link” button provided.
Customize the Link (Optional): If FileTransfer offers link customization options, such as renaming the link or adding a custom URL ending, consider using these features to make your link more recognizable or branded.

Tip: If you’re concerned about the link being too long or unwieldy, consider using a URL shortener like Bitly. This can also allow you to track link clicks for better insights into your email’s performance.

3.3. Step 3: Insert the Video Link in Your Email

With your video link ready, it’s time to include it in your email. There are several ways to do this, depending on how you want the link to appear and how you want to prompt your recipients to click.

Method 1: Embed the Link in Text
Write a compelling call to action (CTA) in your email body, such as “Watch Our New Product Demo,” and hyperlink this text to your video link.
Make sure the text stands out by using bold formatting or a larger font size.
Method 2: Use a Thumbnail Image
Create a thumbnail image that represents the video. This could be a still shot from the video or a custom graphic with a play button overlay.
Insert the thumbnail into your email and link the image to the video URL. Most email clients allow you to add a hyperlink to images.
Tip: Consider using an animated GIF as the thumbnail to grab more attention.
Method 3: Include a CTA Button
Many email marketing platforms allow you to add buttons with customizable text. Create a button with a CTA like “Watch the Video” and link it directly to your video.
Buttons are a great way to make your CTA more prominent, especially on mobile devices.

3.4. Step 4: Test Your Email

Before you send your email to your entire list, it’s crucial to test it. This ensures that the video link works properly and that the email displays as intended across different devices and email clients.

Send a Test Email:

To Yourself: Send the email to yourself first and open it on various devices (desktop, tablet, mobile) to see how it looks.
Check the Link: Click on the video link to ensure it leads to the correct video and that the video plays without any issues.
Verify the CTA: Make sure any buttons, images, or text links you’ve included are working and prominently displayed.

Tools for Testing: Consider using email testing tools like Litmus or Email on Acid to see how your email will render in different email clients (e.g., Gmail, Outlook, Apple Mail).

3.5. Step 5: Send Your Email

Once you’re satisfied with your test results, you’re ready to send your email to your audience. Make sure to monitor the email’s performance afterward, tracking metrics such as open rates, click-through rates, and video engagement. This data can provide valuable insights for optimizing future email campaigns.

4. Tools and Techniques to Enhance Video Email Delivery

Sending a video link via email is just the beginning. To maximize engagement and ensure your video reaches its full potential, you can leverage various tools and techniques. These not only make your emails more effective but also help you track performance, increase click-through rates, and ensure a seamless experience for your recipients. Here’s a look at some of the best tools and techniques you can use to enhance your video email delivery.

4.1. Email Marketing Platforms

Using a dedicated email marketing platform can significantly improve the efficiency and effectiveness of your video emails. These platforms offer features tailored to optimize video content delivery and engagement.

Mailchimp:
Video Integration: Mailchimp allows you to easily add video content to your emails by embedding video links directly. You can also create visually appealing email templates that highlight your video content.
Analytics: Mailchimp provides detailed analytics on how your audience interacts with your emails, including click-through rates on your video links.
Constant Contact:
Drag-and-Drop Editor: Constant Contact offers a user-friendly drag-and-drop editor that makes it easy to include video thumbnails and CTA buttons.
List Segmentation: This platform allows you to segment your email lists, making it easier to send targeted video content to specific groups within your audience.
SendGrid:
Customizable Templates: SendGrid offers a range of customizable templates designed to enhance video content. You can also personalize your emails to create a more tailored experience for each recipient.
Deliverability: Known for its high deliverability rates, SendGrid ensures that your video emails reach your recipients’ inboxes without being flagged as spam.

Using an email marketing platform not only streamlines the process of sending video emails but also provides valuable insights that can help you refine your strategy over time.

4.2. Video Thumbnails and GIFs

The visual appeal of your email can play a significant role in encouraging recipients to click on your video link. Using engaging thumbnails or animated GIFs can capture attention and entice viewers to watch your video.

Video Thumbnails:
Eye-Catching Design: Create a custom thumbnail that visually represents the video content and includes a clear play button. This gives the recipient a visual cue that the image is clickable and will lead to a video.
Tools: You can use graphic design tools like Canva or Photoshop to create high-quality video thumbnails. Ensure the thumbnail is clear, bright, and relevant to the video’s content.
Animated GIFs:
Increased Engagement: Animated GIFs can serve as a dynamic preview of your video, showing a few key seconds of content to pique interest.
Creation: Use tools like Giphy or Adobe Photoshop to create GIFs from your video. Ensure the GIF file size is small enough to load quickly in an email but still maintains good quality.
Integration: Most email clients support GIFs, making them a versatile option for grabbing attention in your email.

By using visually appealing thumbnails and GIFs, you can create a more engaging experience that encourages recipients to click and watch your video.

4.3. Link Shorteners and Trackers

Tracking how recipients interact with your video link is essential for understanding the effectiveness of your email. Using link shorteners and trackers can help you gather detailed data on link performance.

Bitly:
Link Shortening: Bitly allows you to shorten long URLs, making them cleaner and more manageable within your email content.
Analytics: Bitly provides analytics on how many clicks your link receives, where the clicks are coming from, and other valuable metrics. This helps you gauge the success of your video email campaign.
UTM Parameters:
Custom Tracking: UTM parameters can be added to your video link to track specific details about the traffic your email generates. This data can be integrated with Google Analytics to provide in-depth insights into how your audience is interacting with the video.
Campaign Tracking: Use UTM parameters to track the performance of different email campaigns or segments, allowing you to optimize your strategy based on what works best.

Using link shorteners and trackers not only makes your video links look cleaner but also provides valuable data that can help you improve future email campaigns.

4.4. Personalization Techniques

Personalizing your video emails can significantly boost engagement. When recipients feel that the content is tailored specifically for them, they are more likely to take action.

Dynamic Content:
Personalized Greetings: Start your email with a personalized greeting that includes the recipient’s name. Many email marketing platforms offer dynamic content features that allow you to insert personalized details automatically.
Tailored Video Content: If possible, create personalized video content that addresses the recipient’s specific needs or interests. For example, you could create different versions of a product demo video for different customer segments.
Behavioral Triggers:
Automated Emails: Set up automated email sequences that trigger based on specific behaviors, such as video watching or click-throughs. For instance, if a recipient clicks on your video link but doesn’t make a purchase, you can send a follow-up email with additional content or offers.

Personalization not only makes your emails more engaging but also helps build stronger connections with your audience, leading to better overall performance.

4.5. Improving Deliverability and Avoiding Spam Filters

Ensuring your video email reaches the recipient’s inbox is crucial. There are several techniques you can use to improve deliverability and avoid getting caught in spam filters.

Keep the File Size Manageable:
Avoid Large Attachments: Instead of attaching the video directly, always use a link to a hosted video. This reduces the email size and lowers the chances of it being flagged as spam.
Use a Reputable Email Marketing Platform:
High Deliverability Rates: Platforms like SendGrid and Mailchimp have high deliverability rates and follow best practices to ensure your emails reach your recipients.
Authenticate Your Domain:
SPF, DKIM, and DMARC: Setting up these email authentication protocols can help improve your email’s credibility and reduce the likelihood of it being marked as spam.

By focusing on these tools and techniques, you can enhance the effectiveness of your video email campaigns, ensuring that your content is not only seen but also engaged with in a meaningful way.

5. Troubleshooting Common Issues

Even with the best preparation and tools, issues can sometimes arise when sending video links via email. Whether it’s a video that won’t play, an email that lands in the spam folder, or low engagement rates, these problems can hinder the success of your email campaigns. In this section, we’ll explore common issues and provide solutions to help you troubleshoot and resolve them quickly.

5.1. Video Not Playing for Recipients

One of the most frustrating issues is when recipients click on your video link, only to find that the video won’t play. This can happen for several reasons, including compatibility issues, broken links, or restrictions on the recipient’s email client or device.

Broken Links:
Check the Link: Ensure that the link you’ve included is correct and functional. Copying the wrong link or pasting it incorrectly can easily lead to a broken link.
Test Before Sending: Always test the video link by sending a test email to yourself and opening it on different devices. This helps you catch any issues before your recipients do.
Compatibility Issues:
Host on a Reliable Platform: Make sure you’re hosting your video on a platform that is compatible across all devices and email clients. YouTube, Vimeo, and FileTransfer are reliable options that work well on both desktop and mobile.
Use Thumbnails or GIFs: Instead of embedding the video directly into the email (which might not be supported by all email clients), use a thumbnail or GIF that links to the video. This ensures that recipients can click through to watch the video, regardless of their email client.
Device Restrictions:
Mobile Optimization: Ensure that your video and email are optimized for mobile viewing. Many people open emails on their phones, so it’s important that your video plays smoothly on mobile devices.

5.2. Email Deliverability Issues

Another common problem is emails not reaching the intended recipients. This can happen if your email gets caught in spam filters or if the email service provider rejects it due to large file sizes or suspicious links.

Avoid Large File Sizes:
Don’t Attach the Video: Never attach large video files directly to the email. Instead, use a link to a hosted video, which keeps your email size small and reduces the likelihood of being marked as spam.
Authenticate Your Domain:
SPF, DKIM, and DMARC: Ensure that your email domain is properly authenticated using these protocols. This helps build your email’s credibility and can improve deliverability by preventing it from being flagged as spam.
Avoid Spam Triggers:
Language: Be mindful of the language you use in your subject line and email body. Avoid all caps, excessive punctuation, and spammy phrases like “FREE” or “Click here now!”
Link Reputation: If you’re using a link shortener or third-party service to host your video, ensure that the service has a good reputation. Poorly regarded services can lead to your email being flagged as suspicious.

5.3. Low Engagement Rates

Sometimes, even if your email reaches the recipient and the video link works perfectly, you might notice low engagement rates. This can manifest as low open rates, few clicks on the video link, or poor video completion rates.

Review the Subject Line:
Compelling and Clear: Your subject line is the first thing recipients see, and it heavily influences whether they’ll open the email. Make sure it’s engaging and gives a hint about the video content, such as “Watch Our New Feature in Action” or “Exclusive: A Sneak Peek Just for You.”
Optimize the Email Content:
Short and Sweet: Keep the email content concise and focused on encouraging the recipient to watch the video. Long-winded emails can overwhelm or bore the reader, leading to lower engagement.
Strong CTA: Ensure that your call to action is clear and compelling. The CTA should guide the recipient directly to the video with text like “Watch Now” or “See How It Works.”
Analyze Video Content:
Value and Relevance: Assess whether the video content is valuable and relevant to your audience. If the content doesn’t resonate, even the best email strategy won’t lead to high engagement.
Video Length: Consider the length of your video. Shorter videos (under 2 minutes) generally perform better because they require less time commitment. If your video is longer, make sure it’s engaging enough to keep viewers watching until the end.

5.4. Video Loading Slowly or Buffering

Slow-loading videos can frustrate recipients and cause them to abandon the video before it even starts. This issue is often related to the hosting platform, video file size, or the recipient’s internet connection.

Optimize Video for Web:
Compress the Video: Use video compression tools to reduce the file size without sacrificing quality. This can help the video load faster, especially on slower internet connections.
Choose the Right Hosting Platform: Ensure you’re using a hosting platform that offers fast loading times and adaptive streaming. Platforms like YouTube and Vimeo are known for their reliable video delivery and performance.
Provide Alternative Viewing Options:
Lower Quality Stream: Offer a lower quality version of the video for recipients with slower internet connections. Some video hosting platforms automatically adjust the quality based on the viewer’s connection speed.
Download Option: If appropriate, provide a download link as an alternative to streaming. This allows recipients to watch the video offline if streaming is not feasible.

5.5. Issues with Video Tracking and Analytics

Tracking how recipients interact with your video is crucial for understanding the effectiveness of your email campaign. However, issues can arise if your tracking links aren’t set up correctly or if the data isn’t being recorded accurately.

Use Reliable Tracking Tools:
Bitly and UTM Parameters: Ensure that your video links are properly tracked using tools like Bitly or UTM parameters. This will allow you to monitor clicks, sources of traffic, and other important metrics.
Check Analytics Setup:
Integration with Email Platform: Make sure your email marketing platform is correctly integrated with your tracking tools. For example, if you’re using Google Analytics, verify that your UTM parameters are set up to capture the necessary data.
Test Tracking Links: Before sending your email, test the tracking links to ensure they are working correctly and that data is being recorded as expected.

Creating and Sending Effective Video Emails That Drive Results

Sending a video link via email can be an incredibly effective way to engage your audience, but only if done correctly. Throughout this guide, we’ve covered why videos are such powerful tools in email communication, the best practices to follow, and the step-by-step process of uploading your video to FileTransfer for seamless sharing. By applying these strategies, you can significantly increase the likelihood that your video will not only be seen but also appreciated and acted upon.

One of the most important takeaways is the need to keep your emails simple and focused. By using clear calls to action, ensuring compatibility across devices, and providing a brief context for your video, you can guide your recipients directly to the content you want them to see. This approach helps eliminate barriers to engagement, making it easier for your audience to connect with your message.

Conclusion

We also explored various tools and techniques to enhance your video email delivery. From using email marketing platforms like Mailchimp and SendGrid to incorporating eye-catching video thumbnails and tracking link performance with tools like Bitly, these enhancements can make your emails more effective and provide valuable insights into how your audience interacts with your content. Personalization and optimization for mobile viewing further ensure that your emails resonate with each recipient.

However, even with the best preparations, issues can arise. Whether it’s a video that won’t play, emails caught in spam filters, or low engagement rates, troubleshooting these common problems is crucial. By following the troubleshooting tips provided, you can quickly identify and resolve issues, ensuring that your video emails deliver the desired impact.

In conclusion, the key to successful video email campaigns lies in careful planning, execution, and ongoing optimization. By continuously refining your approach based on the results and feedback you receive, you can create more compelling and effective emails that drive engagement and achieve your goals. Now that you have the knowledge and tools at your disposal, it’s time to put them into practice and start sending video emails that truly make a difference.