The basic way to attach a file

To attach a file to an email, you need to use the attachment button 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 button, choose the file from your computer, and it will appear in your email before you send it.

The exact location of this button changes depending on which email service you use, but the paperclip icon is the standard symbol across almost all of them. Once you click it, your computer will open a file browser window showing your folders and files. Navigate to the file you want, select it, and click "Open" or "Attach". After you attach a file, you will see it listed in your email — usually below the subject line or in a separate attachments section. Check that the right file is there before you click Send. Once you send the email, the file goes with it to the recipient.

Key Takeaways

  • The attachment button is almost always a paperclip icon located near the message box where you type your email.
  • Clicking the attachment button opens a file browser where you navigate to and select the file you want to send.
  • After you attach a file, it will show in your email message so you can verify it is the correct one before sending.
  • File size limits vary by email service, but most allow files up to 25 MB; very large files may need to be compressed or sent through a different method.
  • Once you send an email with an attachment, the recipient can download the file from their inbox.

Where to find the attachment button in Gmail

In Gmail, the paperclip icon appears at the bottom of the message box, to the left of the text area. If you are using Gmail on a computer, look for the paperclip in the row of icons below where you type. Click it, and a file browser window will open on your screen.

Navigate to the folder where your file is stored — this might be your Documents folder, Downloads folder, or Desktop. Click the file once to select it, then click the "Open" button at the bottom right of the file browser. The file name will then appear in your Gmail message, usually in a gray box below the subject line. If you are using Gmail on a phone or tablet, tap the paperclip icon at the bottom of the screen. Your phone will show you options to take a photo, record a video, or browse files on your device. Choose "Browse" or "Files" to find a file already on your phone.

Where to find the attachment button in Outlook

In Outlook on a computer, the attachment button is in the toolbar at the top of the message window. Look for the paperclip icon or the word "Attach" in the ribbon menu. Click it to open the file browser, then navigate to your file and select it the same way you would in Gmail.

In Outlook on a phone, swipe up from the bottom of the message to reveal more options, then tap the paperclip icon. This will let you browse files on your phone or take a new photo or video to attach. The file will appear in your message once you select it.

Where to find the attachment button in Yahoo Mail

In Yahoo Mail, the paperclip icon is located at the bottom of the message box. Click it to open your file browser, then navigate to and select the file you want to attach. Yahoo Mail shows attached files in a list below the subject line.

The process is the same whether you are on a computer or phone — find the paperclip, click or tap it, browse to your file, and select it. Once attached, you will see the file name appear in your message before you send.

File size limits and what to do if your file is too large

Most email services limit how large a single file can be. Gmail allows files up to 25 MB, Outlook allows up to 20 MB, and Yahoo Mail allows up to 25 MB. If your file is larger than the limit, you will see an error message when you try to send, and the email will not go through.

If your file is too large, you have a few options. The first is to compress the file, which makes it smaller without losing the content. On a Windows computer, right-click the file, choose "Send to," and then "Compressed (zipped) folder." On a Mac, right-click the file and choose "Compress." The compressed version will be smaller and may fit within the email limit. Another option is to use a file-sharing service like Google Drive, Dropbox, or OneDrive. Instead of attaching the file directly, you upload it to one of these services and send the recipient a link to download it. This works for files of any size and is often faster than email for very large files.

Troubleshooting: File won't attach or disappears

If you click the attachment button but nothing happens, try refreshing your browser or closing and reopening your email. Sometimes your browser needs a moment to load the file browser window. If you are using an older browser, update it to the newest version — older browsers sometimes have trouble with the attachment feature.

If you attached a file but it disappeared before you sent the email, the file may have been too large or your internet connection may have dropped. Try attaching it again, and make sure you stay on the email page until the file finishes uploading. You will usually see a progress bar or a checkmark next to the file name when the upload is complete. If you are trying to attach a file from an external drive or USB stick, make sure the drive is still connected to your computer. If you unplug it before the file finishes uploading, the attachment will fail. Keep the drive connected until after you send the email.

Attaching multiple files at once

You can attach more than one file to a single email. Click the attachment button once, select the first file, and click "Open." Then click the attachment button again and select the second file. Repeat this for each file you want to send.

On some email services, you can select multiple files at once in the file browser. Hold down the Ctrl key (or Cmd key on a Mac) and click each file you want. Then click "Open" once, and all selected files will attach to your email at the same time. This is faster than attaching them one by one. Keep in mind that attaching many large files can push you over the email size limit. If you are sending more than three or four large files, consider using a file-sharing service instead.

Frequently Asked Questions

Can I attach a file from my phone or tablet?

Yes. Open your email on your phone, tap the paperclip icon, and choose "Browse files" or "Photos and videos" depending on what you want to send. Navigate to the file and tap it to attach. The process is the same on both Android and iPhone, though the exact wording of the buttons may differ slightly.

What happens to the file after I send the email?

The file is copied and sent to the recipient's email inbox. The original file stays on your computer unchanged. The recipient can download the file from their email and save it to their own computer.

Can I attach a file that is on someone else's computer?

No, you can only attach files that are on your own device. If you need to send a file from someone else's computer, ask them to email it to you first, or have them upload it to a shared folder like Google Drive or Dropbox that you both can access.

Why does my attachment show as a preview instead of a file I can download?

Some email services display certain file types — like images, PDFs, and videos — as previews in the email body instead of as downloadable attachments. The recipient can still download the file by clicking a download button or right-clicking on the preview. This does not mean the attachment failed.

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

There is no hard limit on the number of files, but the total size of all files combined cannot exceed your email service's size limit. Most services allow 25 MB total per email, so you might fit 10 small files or just 1 large file depending on their sizes.