Work with Attachments | CustomGuide
Outlook 2021 Basic

Work with Attachments

How to Work with Attachments in Outlook

Work with Attachments

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

  1. While composing an email, click the Attach File button.
  2. Navigate to the file and select it.
  3. Click Insert.
    Work with Attachments
  4. Click Send.
    Work with Attachments

When you send the message, the file will go with it.

Preview Attachments

Outlook can preview attachments created in Microsoft Office without downloading them to your computer.

  1. Double-click the message that contains the attachment you want to preview.
    Work with Attachments
  2. Click the Attachment name.
    Work with Attachments

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.

  1. Select the attachment from the message.

    Double-click the attachment.

  2. Click Open from the Attachments tab.

    A dialog box may ask you for a confirmation.

  3. 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.

    Work with Attachments

  4. If prompted, select the program you want to use to open the attachment.

    The file opens on your default program.

  5. Click Close when you’re finished viewing the attachment.
    Work with Attachments

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.

  1. Select the attachment from the message.
  2. Click either:
    • Save As: To save the current attachment.
    • Save All Attachments: To save all the attachments in the message.
  3. Select a save location.
  4. Click Save.
    Work with Attachments

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.

  1. Select the attachment from the message.
  2. Click Remove Attachment on the ribbon.

    Outlook asks if you’re sure you want to remove it.

  3. Click Remove Attachment again.
    Work with Attachments

The file is removed from the email message.