How To Send An Attachment By Email?

Date First Published: 12th March 2023

Topic: Computer Networking

Topic: Network Services

Computer Terms & Definitions

Difficulty Level: 3/10

Learn about how to send an attachment by email in this article.

An attachment is one or more files sent along with an email message. It has become a simple method of sharing documents and images with the recipient and is a basic feature that nearly all email providers support. For most email providers, adding an attachment to an email involves similar steps. Some email providers might work differently, but it is not possible to cover them all here and you should read your email provider's instructions for more information. You usually find the paperclip icon, click on it, and then select the file you want to attach to your email message, which will be sent to the recipient. Below are instructions on how to send email attachments for five major email providers and 7 tips for sending attachments.

Gmail

1. Log into your Gmail account.
2. Click the 'compose' button to start a new email message.
3. At the bottom, click the paperclip icon.
4. Select the files you want to upload.
5. Click the 'open' button. If you have successfully attached your files, you should see them at the bottom of the message. When you've finished writing your email, click the 'send' button.

Outlook Mail

Outlook for Microsoft 365, Outlook 2021, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007

1. In a new message, reply, or a forwarded message, click the 'attach file' button in the 'message' section of the ribbon. You should see a paperclip icon.
2. Select your file. You can select it from your recent items, web locations, and your computer.
3. After selecting the file from your computer, click the 'open' button. If you selected it from our recent items or web locations, you won't need to click the 'open' button.
4. Set the permissions of the file (if you selected it from a web location, such as OneDrive or Sharepoint).
5. If you successfully attached your files, you should see them under the 'subject' field. When you've finished writing your email, click the 'send' button.

Outlook.com (web-based version)

1. Log into your Outlook account.
2. Click 'new email' to start a new email message. You can also start a new message by replying to or forwarding another email.
3. Click the paperclip icon at the bottom of the message.
4. Select the files you want to upload. You can select it from OneDrive or your computer.
5. Click the 'open' button. If you have successfully attached your files, you should see them at the top of the message body. When you've finished writing your email, click the 'send' button.

Mail.com

1. Log into your Mail.com account.
2. Click 'compose email' or reply to or forward an existing one.
3. Click on the paperclip icon above the text field.
4. Click 'add attachment from hard drive' or 'add attachment from cloud', depending on the location of the file you want to attach.
5. If adding files from your hard drive, select the file and then click the 'open' button.
6. When you've finished writing your email, click the 'send' button.

Zoho Mail

1. Log into your Zoho Mail account.
2. Click 'new mail' or reply to or forward an existing email.
3. Click on the paperclip icon below the email message body.
4. Select the file from your hard drive, your existing attachments, or your Zoho Docs. If selecting it from your hard drive, select the file and then click the 'open' button.
5. Once you have selected the files, click on the 'attach' button. If you successfully attached your files, you should see them under the email message body.
6. When you've finished writing your email, click the 'send' button.

iCloud Mail

1. Log into your iCloud account.
2. Compose a new message or reply to or forward an existing one.
3. Click the paperclip icon in the top right-hand corner of the message window.
4. Select the files you want to attach from your computer. If adding files from your computer, select the files and then click the 'open' button.
5. When you've finished writing your email, send the email by clicking on the upwards arrow button in the top right-hand corner.

Tips For Sending Email Attachments

Below are 7 tips for sending email attachments.

1. Always add text to the email message.

Do not just send an email with only an attachment as this will make it look unprofessional. When attaching a file, always mention the contents of the attachment in the email body. You can write something like "Attached are the photos you were looking for".

2. Make sure that your file format is appropriate.

When you attach a file, you need to make sure that the file format is useable by your recipient and that they have a program to open it. It is recommended to attach files with more common extensions, such as .pdf, .txt, .jpg, .png, or .docx. These universal file types are recognisable by most people and are supported by nearly all applications and readers. Less common and exclusive file extensions, such as .psd requires the recipient to have Adobe Photoshop to open the file, which the recipient might not have.

3. Avoid sending too many attachments in one email message

Ideally, do not attach more than 5 files in one email message as this can make emails look cluttered and unprofessional. Instead, upload the files to a file storage service and add a link in the email that the recipient can use to view and download them.

4. Limit your attachment file size

All email providers have a maximum file size. For example, Gmail has a maximum attachment size of 25 MB. Larger attachments take longer to download and use up more storage space. If you need to send a large file, such as a video, you should upload it to a file storage service and add a link in the email that the recipient can use to view and download the files. For more information about sending large files by email, see this article.

5. Scan your attachment for viruses and malware before you send it

Since email attachments are commonly used to spread viruses and malware, email providers often have a built-in security filter that will scan attachments for viruses before they get to the recipient. If it detects anything, it will block the attachment. The recipient might also have an antivirus that scans attachments for viruses and malware and sending a file that is infected with malware can harm your reputation and compromise your recipient's security. Avoid file formats like .exe, .cmd, and .com, which are commonly used to spread viruses. This is why most email providers do not allow you to send .exe, .cmd, or .com files.

6. Avoid sending unrelated files in the same email

If you want to send the recipient multiple files that are unrelated to each other, you should send multiple emails. Doing this will make it easier for the recipient to find what they need later on and you can use the subject line to describe the attached files in the email.

7. Choose an appropriate file name

Make sure that the file name matches the email subject and what the attachment contains. Email attachments should not have a vague file name like 'Untitled' 'Attachment 1', 'Email attachment' or 'New attachment'. If you send an attachment with a file name like this, it will make the email look unprofessional and the recipient will have to rename the file after they download it.

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