Add Attachment in Email in Outlook

This topic has been explained in great detail in the video shown below, to learn this topic just play the video and the notes are mentioned below the video.


Add Attachment in Email in Outlook






Attach files or insert pictures in Outlook email

messages

Learn to Attach a file to an email in Outlook for Windows

It’s easy to attach pictures, files, contacts, and many other items to your Outlook messages. Outlook keeps track of the documents you’ve recently worked on, whether they’re stored on your computer or saved in OneDrive (cloud only). And no matter where they’re stored, Outlook lets you quickly choose whether to send the document as a traditional attachment or upload it in OneDrive.

Outlook keeps track of the files you have worked on recently and suggests them whenever you decide you want to attach a file to an email message. Some file types are blocked from being sent or received. See Blocked attachments in Outlook for the complete list.

  1. In a new message, a reply, or a forwarded message, select Attach File from the Message ribbon or the Insert ribbon.
  2. Select your file from one of the following locations:
    • Recent items
      The 12 most recent files you’ve worked on will be displayed here. These files may be on your computer, on OneDrive, SharePoint, or another online document library. Select a file to attach it to your email.
    • Browse Web Locations
      Locations include OneDriveSharePoint sites, or other locations such as a groups document library that you’ve accessed before. Select one of the locations to open a new window and then select your attachment.
    • Browse This PC
      Opens a File Explorer window where you can choose a file from your computer.
  3. If you selected a file on your local computer or group document library, a copy of the file is attached to the email. Selecting a OneDrive or SharePoint file, however, provides you with additional permission options and information.
  4. Send a link or send a copy Sending a link to the OneDrive or SharePoint file keeps the size of your email message small. If you choose to send a copy of the file, the entire file is attached to the email, just like it would be if you selected a file on your computer. If you choose to send a link to the file, you can also set the permissions on your file. [should we include a screenshot here of the dialog that asks if you want to send as a link or send as a copy?]
  5. By default, if you’re in a business environment, everyone within your organization can edit the linked file. To change these permissions, select the arrow at the right of the attachment name to display a drop-down menu with a variety of permission options.
    • Organization can Edit if you want anyone in your organization to be able to modify the file.
    • Organization can View, if you want anyone in your organization to be able to read, but not modify, the file.
    • Recipients can Edit if you want only the recipients of your email to be able to modify the file.
    • Recipients can View if you want only the recipients of your email to be able to read, but not modify, the file.



      Change Permission options include Recipients can edit and Recipients can view
  6. If Outlook detects that your recipients won’t be able to view the file, for example if it’s stored on a SharePoint site that’s only accessible to you, you’ll see a warning message directly under the file icon and name. Select Attach as copy to change the attachment from a linked file to a copy of the file.

    Note: If you attach a file as a copy, any changes your recipient makes won’t be synchronized with the version of the file in OneDrive or on SharePoint.

Upload a locally saved file to your OneDrive

When you attach a document that is saved on your computer and not in an online location, you also can choose to upload the document to your OneDrive before sending the email. Uploading the attachment makes collaboration easy. You can be sure that everyone is collaborating on the same (and most up-to-date) version of the file. You may also choose to upload to OneDrive if the file is too large to share as a traditional attachment.

  1. On the ribbon, click Attach File > Browse This PC, and choose the file you want to attach.
  2. In your email message, select the down arrow for the attachment.
  3. Choose Upload to OneDrive, and then choose the desired location for the file.


    Upload to OneDrive options include OneDrive and group document libraries

    Note: You might see choices such as the OneDrive location for your work account, the OneDrive location for your personal account, and document libraries for various groups you belong to.

  4. In your email message, select the down arrow for the attachment again.
  5. Choose Change Permissions, and then choose one of the following:
    • Organization can Edit if you want anyone in your organization to be able to modify the file.
    • Organization can View, if you want anyone in your organization to be able to read, but not modify, the file.
    • Recipients can Edit if you want only the recipients of your email to be able to modify the file.
    • Recipients can View if you want only the recipients of your email to be able to read, but not modify, the file.

    Change Permission options include Recipients can edit and Recipients can view

Insert a picture into the body of an email message

When sending pictures, you can either attach the picture to the email message or insert the picture in the message body. To insert a picture that displays in the body of an email message, use the following steps:

  1. Position your cursor where you want the image in your message.
  2. In the ribbon, select Insert > Pictures.
  3. Browse your computer or online file locations for the picture you want to insert. Select the picture, then select Insert.
  4. To resize the picture, drag the handles at one of the four corners toward the center of the image or away from the center.

    Note: For more information about resizing pictures in Outlook, see Reduce the size of pictures and attachments in Outlook email messages



Attach a business card, a calendar, or other email item to an email message
  1. In a new message, select Attach Item.
  2. Choose one of the following:
    • Business Card
      Choose an electronic business card from your contacts list.
    • Calendar
      Choose Date RangeDetails, and other options as appropriate.
    • Outlook Item
      Choose one or more email messages from any of your email folders.
  3. Select the item you want to attach, and then select Insert.

Solve problems with attachments
  1. Why can’t I attach a file? Outlook tells me the file is unsafe. Outlook blocks numerous file types that have the potential to spread computer viruses. To send a file that Outlook identifies as unsafe, zip the file first, then attach the zipped file. To zip a file, navigate to the folder on your computer or in the cloud that contains the file, right-click the file, and select Send to compressed (zipped) folder. You should then be able to send the zipped file. For more information, see Blocked attachments in Outlook.
  2. Why do my attachments show up in the message body and not below the subject line? Outlook allows you to send email messages in three formats: HTML, plain text, and rich text. If you use rich text format (RTF), any files you attach will show up in the message body. See Change your message formatfor instructions on how to switch your message format to HTML or plain text. You can check your message format by looking at the title bar of the message.

    You can send messages in rich text format

  3. The Insert > Pictures option is grayed out. If you can’t select Pictures from the Insert tab on the ribbon, your message is probably in plain text format. Change your message format to HTML or rich text to insert pictures. You can check your message format by looking at the title bar of the message.

    You can send messages in plain text

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This video has been made by and the text has been taken from a Microsoft office blog .


 








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