82% of all internet traffic will be via video by 2022. Communicating effectively and easily using video email will take the forefront in offering a humanized experience in digital form. This goes beyond customer engagement, benefiting internal team communications as well. Here are some insights on how to effectively approach and use video email.
Upload a video to send via email →
What is a ‘video email’
How can you send a video through email?
There are several ways to send a video via email, but it's important to remember that most email services have attachment size limits, usually between 20 and 25MB.
If your video file is small enough to fit within the size limit, you can easily attach it by clicking the paperclip icon and selecting the file. However, if your video exceeds the size limit, consider uploading it to a cloud storage platform such as Google Drive, OneDrive, or Dropbox, and then share a link that allows others to view or download it.
Another option to send large video files is to compress the video file using built-in tools or third-party applications to decrease its size. Platforms like Vimeo allow users to compress and download their videos.
Finally, some email services, such as Outlook and Apple Mail, allow direct video embedding in email, while Gmail's process is more involved.
How to send a video email
Creation
Before you send a video file, you have to make a video. You can go the professional route in your recording, but if you are on a tight budget videos can be made easily using your webcam or phone camera. To determine your production approach, consider your audience. Typically videos for a large audience will involve a higher production quality. For videos that are intended for a few people or are to be viewed once at time, stick to low cost or existing recording devices.
Video Email Software
Due to file size limitations, most video emails do not include the actual video. Size limitations can also prevent videos from being sent as an attachment. In this case it's very common to use a video hosting software to deliver large video files successfully. Video files are uploaded to a specific hosting service that will encode the video into multiple formats. This process allows video files to be watched on a variety of devices. Depending on your video email software of choice, you can choose how you want to record your video so your message is conveyed just how you intended.
Sending your Video Email
There are 2 main ways to send your video email. Each method has a different layer of impact but both are simple and easy for those who decide to forgo using video email software.
- Send your video as an attachment. After composing the text of your email click on the paperclip icon. This universal icon is commonly located on the email toolbar menu where you would select your font, size, and text color. Select the video file you want to send and click “Open.” After selecting your video file, send when the rest of your email content is ready.
- Embed your video in an email. If you are tech savvy and familiar with HTML5 you can use a video tag of HTML5 to send the video within an email. Keep in mind that only 75% of developers are using HTML5 and nearly 35% of mobile traffic is due to HTML5 videos. Embed video in an email using the tag below:
<video poster=”path of the poster image” width=”100%” height=”50%” controls=”controls”>
<source src=”path of the video” type=”video/mp4″>
<a href=” path of the same video uploaded on youtube”>
<figure><figure><img src=”path of the video image” width=”100%” height=”50%” alt=”image instead of video”></figure></figure>
</a></video>
Still not sure if an attachment or embed is the way to go? You can always substitute using other platforms like Slack, Google Chat or Microsoft Teams. Slack lets you send video via drag and drop. Sending video on G-Chat and Microsoft Teams is almost identical to sending video on social media platforms like Instagram. The options are endless and so many companies are already using the bulk of these technologies.
With Vimeo's screen recorder, you can record your message, save the video, and share directly with the intended recipients email all in only a few clicks! Check it out in the GIF below:
What makes for the best video email software?
Options, options, and did I say options? Your video email software should give your choices on how you want to record, send, review and share your content. Here are some must haves as you shop around:
Personalized creations
Your software should empower you to share content very similar to how you would in person. The process should be simple and provide you with options on how you would like to record.
This way, your thoughts are shared with emotion for maximum engagement creating a humanized touchpoint.
A real time saver
Your video email software should be saving you AND your team time! Make training and onboarding a breeze with how-to instructional videos that educate both customers and team members alike. Expand and extend your videos to assist with support efforts delivering a memorable customer first approach.
Stay in the loop
You should be able to get the 411 on every video recording. This includes comments, responses, individual, and all time view data. Aim for a holistic view of all video recording activity that contributes to your teams productivity and improves existing workflows.
Security First
Ensure that your recordings are secure with cloud file sharing that organizes your screen recordings automatically. Notifications and team permissions are a plus allowing authorized access to content and providing stakeholder visibility.
Why are video emails beneficial?
Videos are shared 1200% more times than links and text alone. Viewers also retain 95% of a message when they watch it on video, compared to 10% when reading it in a text. This can be due to the fact that video emails leverage the power of communication. They allow for more information to be sent quicker in a more efficient way. For example, video emails eliminate the time to type, compose, and proofread text. More importantly, video messages allows for the recipient to have an easier time understanding the sender. It removes potential concerns on misinterpretation as tone of voice and physical expression are at the forefront of your message. This personalizes your content so it comes across clearly and accurately.
Video email use cases
Marketers who use video grow revenue 49% faster than non-video users, taking content marketing to new levels of engagement. Video messages are often associated with client facing efforts, but they can also be used for internal strategies as well. Here are a few main use cases to consider:
- Internal communications strategy. Video learning offers employees greater control over when they learn to help them better absorb content. Video helps to build an effective communications strategy to keep employees aligned, engaged, and productive.
- Sales communications. Grab the attention of prospects right away bringing sales propositions and follow ups to life. For existing clients, use video email to nurture relationships and generate customer loyalty.
- Training and onboarding at scale. Create screen shared step-by-step demos for customers, informative video content for new hires and welcome videos for remote employees.
Video email in Gmail
Gmail is probably one of the most common email platforms and gives you two options when sending a video via Gmail. You can attach a file from your Google Drive or attach a file from the device you’re using to send your email. Keep in mind that Gmail will automatically convert your video if it’s over 25mb to a Google Drive link when you try to upload it as an attachment.
Video email in Outlook
Outlook also gives you two options when sending videos via email, but just takes a few seconds longer compared to Gmail. You can send a video as a hyperlink or add the video to Outlook by inserting it as an attachment. Outlook’s maximum attachment file size restrictions are 20 MB rendering most video files too large to send via email attachment. The hyperlink option would be ideal for sending large files.
In a growing hybrid world, video email is the go-to medium to connect with your audience, prospects, and internal teams. In a day and age where our digital footprint can feel more human than ever, there is no limitation on the impact we can have in making real authentic connections.
Get started with Vimeo Record →
Before your video Email appears on the Vimeo video player, use Vimeo’s powerful editing suite for tasks such as cutting video, combining footage, video compression, and making GIFs.
