How to Send Attachment in Email

To send an attachment in an email, open a new message, click the paperclip or Attach File button, choose your file, wait for the upload to finish, then click Send.

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Oliver Jackson

Email Marketing Specialist

Michael Bodekaer
Reviewer

Founder, Board Member

Abdessamad El Bahri
Tester

Full Stack Engineer

Authored By Oliver Jackson Email Marketing Specialist

Oliver is an accomplished email marketing specialist with more than a decade's worth of experience. His strategic and creative approach to email campaigns has driven significant growth and engagement for businesses across diverse industries. A thought leader in his field, Oliver is known for his insightful webinars and guest posts, where he shares his expert knowledge. His unique blend of skill, creativity, and understanding of audience dynamics make him a standout in the realm of email marketing.

Reviewed By Michael Bodekaer Founder, Board Member

Michael Bodekaer is a recognized authority in email management and productivity solutions, with over a decade of experience in simplifying communication workflows for individuals and businesses. As the co-founder of Mailbird and a TED speaker, Michael has been at the forefront of developing tools that revolutionize how users manage multiple email accounts. His insights have been featured in leading publications like TechRadar, and he is passionate about helping professionals adopt innovative solutions like unified inboxes, app integrations, and productivity-enhancing features to optimize their daily routines.

Tested By Abdessamad El Bahri Full Stack Engineer

Abdessamad is a tech enthusiast and problem solver, passionate about driving impact through innovation. With strong foundations in software engineering and hands-on experience delivering results, He combines analytical thinking with creative design to tackle challenges head-on. When not immersed in code or strategy, he enjoys staying current with emerging technologies, collaborating with like-minded professionals, and mentoring those just starting their journey.

How to Send Attachment in Email
How to Send Attachment in Email

Last updated

To send an attachment in an email, open a new message, click the paperclip or Attach File button, choose your file, wait for the upload to finish, then click Send . [1] [3]

For the wider subject — provider size caps, platform-by-platform steps, and when a cloud link beats a file — see our email attachment guide. You can use the same basic process for PDFs, photos, documents, and multiple files in almost any email app. The steps below also show what to do when the file is too large , the upload stalls, or a share link is the better choice. [1] [3] [4]

Before you send, double-check the recipient address and use extra care with sensitive documents or unusual file types. [5] [8] [9]

Table of contents

TL;DR

Quick answer

  • Open a new email or reply.
  • Add the recipient and subject line.
  • Click the paperclip or drag the file into the message.
  • Wait until the file name appears and the upload finishes.
  • Send the email and check your Sent , Outbox , or Drafts folder if something looks wrong. [6] [7]

This is the standard attach-and-send flow used by common email apps and desktop clients. [1] [3]

Before you start

  • Have the final file saved where you can find it quickly.
  • Use a clear file name so the recipient knows what they are opening.
  • If the file is large, compress it or prepare to send a share link instead. [4] [8]
  • For sensitive documents or unusual file types, use the secure-sharing method your workplace or recipient prefers. [5] [8] [9]

How to send an attachment in an email: step by step

These steps cover the usual attach-and-send flow used by common email apps on desktop and on the web. [1] [3]

How to send an attachment in an email: step by step

  1. Put the file somewhere easy to find

    Move it to your Desktop, Downloads, or a clearly named folder. Open it once to confirm it is the final version and not an older draft.

  2. Rename the file clearly

    Use a name like signed-contract-july-2026.pdf or resume-jordan-lee.pdf . Clear names reduce confusion for both you and the recipient.

  3. Fix size problems before you attach anything

    If the file is large, compress it, resize photos, or turn a folder into a ZIP file first. If it is still too big, plan to send a share link instead of a direct attachment. [4] [8]

  4. Start a new email

    Open your email app or webmail page, then choose New Email , Compose , Reply , or Forward , depending on what you need.

  5. Add the recipient and a specific subject line

    Type the email address carefully. Then write a subject that tells the recipient what the file is, such as “Invoice attached” or “Project photos for review.”

  6. Attach the file with the paperclip or drag-and-drop

    Click the paperclip or Attach File , browse to the file, and choose it. Many email apps also let you drag the file straight into the message window. [3]

  7. Wait for the upload to finish

    Do not send the message while the attachment is still uploading. Make sure the file name appears in the message before you move on.

  8. Choose attachment or link if your app asks

    If your app asks whether to attach a copy or send a link, choose a direct attachment for a finished file the recipient should keep. Choose a share link when the file is large or may change after you send it. [1] [3] [4]

  9. Mention the attachment in the message body

    Write one clear line that says what is attached so the recipient knows what to look for.

    Quick example

    Subject: Signed lease attached

    Hi Maya,

    Attached is the signed lease PDF. Please confirm when you receive it.

    Thanks,

    Alex

  10. Review everything, then send

    Before you send, confirm the file name, file count, and access permissions if you used a link. Then click Send and check Sent , Outbox , or Drafts if the message does not leave right away. [3] [6] [7]

Common attachment problems and how to fix them

“Message too large” or “attachment exceeds limit”

Likely cause: Your email provider or company server has a file-size cap.

Fix: Compress the file, resize images, split the files into smaller batches, or upload the file and send a share link instead. [4] [6] [7]

“This file type is blocked”

Likely cause: The attachment uses a risky extension, such as an executable or script-like file.

Fix: If appropriate, zip the file, convert it to a safer format like PDF, or use a secure-sharing method instead of ordinary email. [5] [8]

The upload spinner never finishes

Likely cause: A weak connection, a large file, or a file that is still syncing from cloud storage.

Fix: Save a local copy, reconnect, reopen the draft, and attach the file again. [6] [7]

The recipient got the email, but not the attachment

Likely cause: The message was sent before the upload finished, or the file was missed.

Fix: Open the message in Sent , confirm whether the file is missing, and resend a short follow-up with the attachment included.

The photo appears inside the email body instead of as a file

Likely cause: The image was inserted into the message body instead of attached as a separate file.

Fix: Remove the inline image and use the paperclip or Attach File option so the photo appears as a normal attachment. [3]

You cannot attach a folder

Likely cause: Many email tools handle files better than regular folders.

Fix: Zip the folder first, or upload the folder and send a share link instead. [8]

Your email is stuck in Outbox or Drafts

Likely cause: The attachment is too large, the app is offline, or the message could not finish sending.

Fix: Reconnect, remove the large file if needed, then try again after confirming the draft is ready to send. [6] [7]

The recipient cannot open the file

Likely cause: The format is uncommon, the file is damaged, or a share link does not have the right permissions.

Fix: Open the file yourself, then resend it in a common format such as PDF, JPG, or DOCX. If you used a link, verify that the recipient has access.

Other common email attachment tasks

Attach more than one file

In many file pickers, you can choose several files before you click Open . If you want one cleaner download, zip them into a single file first. [3]

Send a folder

If your app will not attach a regular folder, compress the folder into a ZIP file. For very large folders, upload them and send a link instead. [8]

Send photos as attachments, not inline images

Use the paperclip or Attach File option. If you use an image insert option instead, the photo may appear inside the message body instead of as a downloadable file. [3]

Send a share link instead of a direct attachment

This is often the better option for large PDFs, video files, folders, or files that may change after you send them. [1] [4]

Checklist before you hit send

Screenshot this before you send:

  • I opened the file and confirmed it is the final version.
  • I renamed it clearly.
  • I compressed it or switched to a link if it is large.
  • I checked the recipient address.
  • I can see the file name in the message.
  • I mentioned the attachment in the email body.
  • I checked permissions if I used a share link.
  • I confirmed the message left Outbox or Drafts.

Want a desktop app that handles attachments well?

If you want a desktop client that handles attachments well, Mailbird is a cross-platform desktop email client for Windows and Mac. It lets you add files with the paperclip button or simple drag-and-drop, which keeps everyday attachment tasks straightforward on desktop. [2] [10]

Frequently asked questions about email attachments

How do I attach more than one file to an email?

Choose several files in the file picker before you click Open , then wait until all file names appear in the message. If you want a neater download, zip them into one file first.

Sources: [3]

Can I send a folder as an email attachment?

Some email apps will not attach a regular folder. Zip it first, or upload the folder and send a share link.

Sources: [8]

What if my attachment is too large to send?

Compress it, resize the photos, split the files into smaller batches, or switch to a share link instead of a direct attachment.

Sources: [4] [6] [7]

Why do some pictures show inside the email instead of as attachments?

That usually means the image was inserted into the message body. Use the paperclip or Attach File option when you want a normal attachment.

Sources: [3]

How do I know the attachment really sent?

Open the message in Sent . If it is still in Outbox or Drafts , it has not left yet.

Sources: [6] [7]

Is it better to send a link or a direct attachment?

Use a direct attachment for a finished file the recipient should keep. Use a link for large files, folders, or files that may change after you send them.

Sources: [1] [4]

What files should I avoid sending by ordinary email?

Avoid executable and script-like files unless your workplace specifically asks for them and provides a safe method. For sensitive documents, use the secure-sharing process your organization approves.

Sources: [5] [8] [9]

Sources

  1. Microsoft Support — “Send and receive attachments”
  2. Mailbird Help — “How to Add Attachments in Mailbird Next”
  3. Microsoft Support — “Add pictures or attach files to emails in Outlook”
  4. Microsoft Support — “Sending limits in Outlook.com”
  5. Microsoft Support — “Troubleshoot attachment problems in Outlook for Windows”
  6. Microsoft Support — “I can’t send or receive messages in Outlook”
  7. Microsoft Support — “Email stuck in Outlook.com”
  8. NIST — “Security Considerations for Exchanging Files Over the Internet”
  9. NIST Small Business Cybersecurity — “Phishing”
  10. Mailbird — “The Best Email Client for Windows and Mac”