You can send someone a file along with your email, such as a Word document, PDF, or spreadsheet. Keep in mind both the type and size of files you attach, as many email servers won’t accept large files or even certain file types, such as videos or compressed ZIP files.
Attach a File
- While composing an email, click the Attach File button.
- Navigate to the file and select it.
- Click Insert.
- Click Send.
Preview Attachments
Outlook can preview attachments created in Microsoft Office without downloading them to your computer.
- Double-click the message that contains the attachment you want to preview.
- Click the Attachment name.
Outlook’s preview feature doesn’t work with all file types. However, it does work for many types, including documents created with Microsoft Office, such as:
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Visio
- Microsoft Word
Open an Attachment
You can also open an attachment directly in the regular program for that file type.
- Select the attachment from the message.
Double-click the attachment.
- Click Open from the Attachments tab.
A dialog box may ask you for a confirmation.
- If prompted, click Open again.
You may see one more dialog box, asking you which program you want to use to open the attachment if Outlook isn’t sure.
- If prompted, select the program you want to use to open the attachment.
The file opens on your default program.
- Click Close when you’re finished viewing the attachment.
Before you open an attachment, make sure that it is from a safe sender. Attachments from suspicious emails may contain viruses!
Save Attachments
You can download copies of attachments to save them to your computer.
- Select the attachment from the message.
- Click either:
- Save As: To save the current attachment.
- Save All Attachments: To save all the attachments in the message.
- Select a save location.
- Click Save.
You can also save attachments by clicking the attachment’s list arrow and selecting Save As or Save All.
Remove Attachments
It’s normally not necessary, but you can remove attachments, so they don’t take up space in your inbox.
- Select the attachment from the message.
- Click Remove Attachment on the ribbon.
Outlook asks if you’re sure you want to remove it.
- Click Remove Attachment again.
The file is removed from the email message.
Customizing your Outlook can improve productivity and save valuable time while working on emails. For more Outlook training, keep checking our posts under News and Insights on our webpage!