The basic steps for attaching a file

To attach a file to an email, you need to use the attachment button or link in your email program. In most email services — Gmail, Outlook, Yahoo Mail — there is a paperclip icon or an "Attach" button near the message box where you type. Click that icon, choose the file from your computer, and the file will upload and appear in your email before you send it.

The exact location of the attachment button varies slightly depending on which email service you use, but the process is always the same: click the attachment control, find your file, select it, and confirm. Once the file appears in your email, you can add your message and send normally.

File size matters. Most email services limit attachments to between 20 and 25 megabytes per file, though some allow larger files if you have a paid account. If your file is too large, the email service will tell you before you send, so you will not accidentally lose your message.

Key Takeaways

  • The attachment button is usually a paperclip icon located near the text box where you type your message.
  • Click the attachment button, select your file from your computer, and the file will appear in your email before you send.
  • Most email services accept files up to 20 to 25 megabytes, and will warn you if your file is too large.
  • You can attach multiple files to a single email by clicking the attachment button more than once.
  • If a file is too large to send by email, cloud storage services like Google Drive or OneDrive let you share a link instead of attaching the file itself.

Finding the attachment button in Gmail

In Gmail, the paperclip icon appears at the bottom of the message box, to the left of the text formatting options. Click the paperclip, and a window will open showing the files on your computer. Navigate to the folder where your file is stored, click the file name, and then click "Open." The file will upload and show as an attachment below the message box.

If you are using Gmail on a phone or tablet, the attachment button is usually at the top or bottom of the message screen, depending on your device. Look for the paperclip icon or a plus sign, tap it, and choose whether you want to upload a file from your device or take a photo to attach.

Attaching files in Outlook and Outlook.com

In Outlook on your computer, the attachment button is in the toolbar at the top of the message window. It is labeled "Attach File" or shows a paperclip icon. Click it, select your file, and it will appear in the attachment area above the message body. In Outlook.com (the web version), the paperclip icon is at the bottom of the message box, similar to Gmail.

Outlook also lets you attach files directly from OneDrive or SharePoint if those services are set up on your account. This is useful if you want to share a file that multiple people need to edit, because everyone can work on the same version instead of emailing copies back and forth.

Attaching files in Yahoo Mail

Yahoo Mail has an attachment button that looks like a paperclip, located at the bottom of the message box. Click it, choose your file, and it will upload to your email. Yahoo allows attachments up to 25 megabytes per file, which is larger than some other services.

If you are attaching a photo, Yahoo Mail also lets you click a camera icon to take a new photo directly from your device instead of choosing an existing file. This is faster if you want to send a picture you just took.

What to do if your file is too large

If your email service rejects your file because it is too large, you have two main options. The first is to use a cloud storage service like Google Drive, OneDrive, or Dropbox. Upload your file to the service, then share a link to the file in your email instead of attaching the file itself. The person receiving your email can click the link and download the file from the cloud service.

The second option is to compress the file to make it smaller. On Windows, right-click the file, choose "Send to," and then "Compressed (zipped) folder." On a Mac, right-click the file and choose "Compress." The compressed file will be smaller and may fit within your email service's size limit. The person receiving it can unzip it on their end to get the original file back.

If you are sending a video or a large image, ask yourself whether the person actually needs the full quality. You can often reduce the file size by exporting the image or video at a lower resolution before you attach it. This keeps the file small enough to email without losing important details.

Attaching multiple files at once

You can attach as many files as you want to a single email, as long as the total size does not exceed your email service's limit. Click the attachment button once for each file you want to add. Each file will appear in the attachment area, and you can remove any of them by clicking the X or delete button next to the file name.

If you are attaching many files, it is often faster to compress them into a single folder first, then attach the compressed folder. This way you only have to click the attachment button once, and the person receiving your email gets all the files in one download.

Common mistakes to avoid

The most common mistake is forgetting to actually attach the file after you write "I have attached..." in your message. Before you send, look at the attachment area and make sure the file is there. Many email services will warn you if you mention the word "attach" in your message but no file is actually attached, so pay attention to that warning.

Another mistake is attaching the wrong version of a file. If you have edited a document and saved it with a new name, make sure you are attaching the updated version, not an old copy. Check the file name and the date it was last modified before you send.

Do not assume the person receiving your email can open the file format you are sending. If you are sending a document, use a common format like PDF or .docx instead of a specialized format that requires specific software. If you are unsure, ask the person what format they prefer before you send.

Frequently Asked Questions

Can I attach a file directly from my phone or tablet?

Yes. In Gmail, Outlook, and Yahoo Mail on mobile devices, there is an attachment button (usually a paperclip or plus icon) that lets you choose a file from your device's storage or take a photo. The process is the same as on a computer, though the button location may be slightly different depending on your device and email app.

What happens if I attach a file and then change my mind?

You can remove an attachment at any time before you send the email. Look for the X or delete button next to the file name in the attachment area and click it. The file will be removed from your email, but it will still be on your computer.

Can I attach a file from someone else's computer or from the internet?

No, you can only attach files that are stored on your own device. If you want to send a file from someone else, ask them to send it to you first, or use a cloud storage service where multiple people can access the same file. If you want to attach something from a website, download it to your computer first, then attach it.

Is there a limit to how many files I can attach?

There is no limit to the number of files, but there is a limit to the total size. Most email services allow 20 to 25 megabytes total per email. If you are attaching many files, check the total size before you send to make sure you do not exceed the limit.

What file formats can I attach?

You can attach almost any file type — documents, images, videos, spreadsheets, PDFs, and more. However, some email services block certain file types for security reasons, such as .exe files or files with macros. If your file is blocked, your email service will tell you before you send, and you can try compressing it or converting it to a different format.