How to Attach Files in Mac Mail Without Embedding

Attaching a file in Apple Mail is supposed to be a breeze, but sometimes things don't go as planned and the file ends up getting embedded in the email body instead. But don’t worry, there are many simple ways to fix this.
In this guide, we'll walk you through everything you need to know about attaching files in Apple Mail instead of embedding them, so your recipients get them just as you intended.
What are email attachments?
Email attachments are files sent along with an email message. These files can be documents, images, videos, or any other type of file that can be shared digitally.
Attachments allow you to send additional information or content that doesn't fit neatly into the body of an email. However, depending on how they are attached, these files can either appear within the email body (embedded) or as separate, downloadable files.
Why attach files instead of embedding them?
- Professionalism: Attachments maintain the integrity of your content, especially when sending documents like resumes, contracts, or PowerPoint presentations.
- File Integrity: Embedded files can sometimes lose quality or formatting, which isn't ideal for important documents.
- Easy Access: Attached files are easier for recipients to download and save for later use. This is particularly useful for larger files or when sending multiple files at once.
What types of files can be attached in Mac Mail?
- Documents: PDFs, Word documents (.doc, .docx), Excel spreadsheets (.xls, .xlsx)
- Images: JPEG/JPG, PNG, GIF
- Videos: MP4, MOV, AVI
- Compressed Files: ZIP, RAR
- Audio Files: MP3, WAV
Step-by-step guide to attaching files in Apple Mail
How to start a new email in Mac Mail
- Open Mac Mail: Click on the Mail icon from your Dock or Applications folder.
- Compose a New Message: Click the "New Message" button, usually represented by a pencil icon on a square, or use the shortcut Command + N.
Where to find the attachment button in Mac Mail
- Locate the Toolbar: At the top of the new message window, you'll see a toolbar with various icons.
- Click the Attachment Button: Look for a paperclip icon, which is the universal symbol for attaching files. Clicking this will open a Finder window where you can select the files you want to attach.
What are the best practices for selecting files to attach?
- File Size: Try to keep individual file sizes under 25MB. For larger files, consider using cloud storage and sharing a link.
- File Name: Use clear and concise file names so the recipient can easily identify the content. Avoid using special characters or spaces.
- Format: Ensure the file format is compatible with the recipient’s software. For instance, PDFs are universally accessible.
Using the drag-and-drop method
How to drag and drop files into Mac Mail
- Open Finder: Navigate to the folder containing the file you want to attach.
- Drag the File: Click and hold the file, then drag it to the body of your email.
- Drop the File: Release the mouse button and the file will be attached at the bottom of the email, not embedded in the body.
What file types work best with drag and drop?
- Images: Quickly attach photos or screenshots.
- Documents: PDF, Word, or Excel files.
Are there any limitations to the drag-and-drop method?
One limitation of dragging and dropping is that it may not always be precise in terms of where the file lands in your email. While this method usually attaches files correctly, some email clients may still embed certain types of files, particularly images.
Relevant Read: How to delete Mail storage on Mac
Adjusting attachment settings in Mac Mail
Sometimes, even after following the steps above, Apple Mail might still embed your files. Adjusting the attachment settings can help prevent this.
How to change attachment preferences in Mac Mail
- Open Mail Preferences: Go to the "Mail" menu in the top-left corner and select "Preferences."
- Go to the Composing Tab: Click on the "Composing" tab.
- Check the Box: Ensure that the box next to "Send large attachments with Mail Drop" is checked. This helps keep attachments separate, particularly for larger files.
Options available for managing attachments
- Always Send Windows-Friendly Attachments: Ensure that your attachments are compatible with Windows. This option is also in the "Composing" tab under "Preferences".
- Mail Drop: Use this feature to send large attachments via iCloud, avoiding embedding issues.
Ensuring attachments are not embedded
- Save as PDF: If you're worried about a document or image being embedded, try saving it as a PDF before attaching it. PDFs are less likely to be embedded.
- Change File Extension: If you're sending an image, changing the file extension (e.g., from .png to .jpg) can prevent embedding.
Troubleshooting common issues
Sometimes, even with the right steps, things can go awry. Let’s look at some common issues and how to troubleshoot them.
- Issue: Attachments are still embedding
Solution: If your attachments are still embedding, try restarting the Mac Mail app. A simple restart can reset the attachment preferences. Also, check your default settings under Mail > Preferences > Composing and ensure "Send new messages from" is set to your preferred account and "Message format" is set to plain text or rich text depending on your needs. - Issue: Files not displaying correctly for recipients
Solution: This can happen if the recipient’s email client doesn’t support the file format you’re trying to send. To avoid this, use universally compatible file formats like PDF or JPEG and avoid sending files in rare or proprietary formats. - Issue: Attachments disappear after sending
Solution: This often happens when using an incompatible email client or browser. Ensure you're using the latest version of Apple Mail and that your email settings are properly configured. It might also help to send a test email to yourself before sending to the intended recipient.
What to do if your attachments are still embedding
If your attachments keep embedding despite following the above steps, here are additional strategies:
- Compress Your Files: Compressing your files can prevent them from embedding. Right-click on the file you wish to attach, select Compress, and attach the compressed file to your email.
- Update Your Software: Ensure Apple Mail is up to date. Software updates often fix bugs that could cause the embedding issue.
- Change Email Clients: If all else fails, consider using a different email app, such as Outlook or Gmail. These apps often have more straightforward attachment processes.
Resolving problems with large file attachments
Large file attachments can be tricky, often leading to failed emails or attachments that just won’t send. Here’s how to manage them:
- Use Mail Drop: Mail has a built-in feature called Mail Drop that allows you to send large files (up to 5GB) through iCloud. When attaching a large file, Mail will automatically prompt you to use Mail Drop. If it doesn’t, you can enable it by going to Mail > Preferences > Accounts > Advanced, and ticking the box next to "Send large attachments with Mail Drop".
- Cloud Storage Links: Another effective method is to upload your file to a cloud storage service like Google Drive, Dropbox, or iCloud Drive and then share the download link in your email. This bypasses email attachment size limits and ensures the recipient can access the file.
- File Compression: As mentioned earlier, compressing your files before attaching them can significantly reduce their size. This is especially helpful for files that are slightly over the limit.
What if recipients can't open your attachments?
Even when you follow all the right steps, sometimes recipients still have trouble opening attachments. Here's what you can do to resolve the issue:
- Check the file type: Ensure the file you’re sending is in a format that the recipient's system can open. Common formats like .pdf, .docx, .xlsx, and .jpg are usually safe bets. If you’re unsure, ask the recipient what formats they can handle.
- Resend the file in a different format: If the recipient says they can’t open a file, try converting it to a different format and then resend it. For example, if they can’t open a .pages file, export it to a .docx or .pdf file.
- Use a cloud service for file sharing: When attachments fail, cloud services like Google Drive, Dropbox, or iCloud Drive can be lifesavers. Simply upload the file to one of these services and share the download link with the recipient. This method bypasses email attachment issues entirely.
- Ask the recipient to check their email settings: Sometimes, the problem lies on the recipient’s end. Ask them to check their email client settings, especially if they’re using a different platform. They should ensure that attachments aren’t being blocked or automatically stripped by spam filters.
- Recompress or repackage the file: If you compressed a file into a .zip or .rar and the recipient can’t open it, try sending it uncompressed or using a different compression method. Some older systems or email clients might have trouble with certain compression formats.
Final thoughts
Sending files by email should be straightforward, but when you’re using Apple Mail, sometimes things don’t go as planned. By following the tips above, you can avoid common pitfalls and ensure your attachments reach their destination intact. Remember, when in doubt, compress your files or use a cloud service for sharing. Doing so can help you sidestep many of the problems that arise with email attachments.