The basic steps for attaching a file

To attach a document to an email, open your email program or website, start a new message, and look for a button or icon labeled "Attach," "Paperclip," or a plus sign. Click it, then navigate to the file on your computer or device and select it. The file name will appear in the attachment area, and you can send the email normally. The exact location of the attach button varies by email service, but it is always visible before you send.

Most email services let you attach multiple files at once. You can select several documents by holding Ctrl (Windows) or Command (Mac) while clicking each file, then open them all together. There is usually a file size limit — Gmail allows up to 25 MB per attachment, Outlook up to 20 MB, and Yahoo up to 25 MB — so very large files may need to be compressed or sent through a file-sharing service instead.

Key Takeaways

  • The attach button is usually a paperclip icon or labeled "Attach" near the message compose area, and clicking it opens your file browser.
  • You can attach multiple documents at once by selecting them together in your file browser before opening them.
  • Most email services have a file size limit between 20 and 25 MB per attachment, so check your service's limit if a large file will not upload.
  • If a file is too large, compress it as a ZIP file or use a file-sharing service like Google Drive or Dropbox instead of email.

Where to find the attach button in common email services

Gmail: Open a new message. Below the subject line, you will see a paperclip icon on the left side. Click it to browse your computer for files. You can also drag and drop files directly into the message area.

Outlook (Outlook.com or Outlook desktop): In a new message, click the "Attach" button in the toolbar at the top. It looks like a paperclip. Desktop Outlook also lets you drag files into the message body.

Yahoo Mail: Click the paperclip icon in the compose window toolbar. It is usually near the formatting options. Yahoo also supports drag-and-drop attachment.

Apple Mail (on Mac or iPhone): Click the paperclip icon in the compose window, or use the keyboard shortcut Command+Shift+A. On iPhone, tap the arrow icon, then "Add Attachment."

Attaching files from cloud storage instead of your computer

If your document is stored in Google Drive, OneDrive, Dropbox, or iCloud, you do not have to read it first. Most email services have a button to insert a file directly from cloud storage. In Gmail, click the paperclip icon and select "Google Drive" to browse your Drive files. In Outlook, click "Attach" and choose "Browse Cloud Locations" to access OneDrive or other cloud services.

Inserting from cloud storage has two advantages: the file stays in the cloud rather than being copied into email, and the recipient can open the most recent version if you update it later. However, the recipient will need access to that cloud service to view the file — if they do not have a Google account, they cannot open a file you insert from Google Drive.

What to do if the file is too large to attach

If your file exceeds your email service's size limit, compress it first. On Windows, right-click the file, select "Send to," then "Compressed (zipped) folder." On Mac, right-click the file and select "Compress." A new ZIP file will appear in the same folder, usually smaller than the original. Try attaching the ZIP file instead.

If the compressed file is still too large, use a file-sharing service. Upload the document to Google Drive, Dropbox, OneDrive, or WeTransfer, then send the recipient a link to read it instead of attaching the file itself. This method works for files of any size and lets you control who can access the document and when.

Making sure the attachment actually sends

Before you click Send, verify that the file name appears in the attachment area of your message. Some email services show a small preview or icon of the attached file. If you do not see the file listed, the attachment did not upload — click Attach again and select the file once more.

After you send the message, check your Sent folder to confirm the attachment is there. If the recipient says they did not receive the file, ask them to check their spam or junk folder, as emails with attachments are sometimes filtered. You can also resend the message or use a file-sharing link as a backup.

Common attachment problems and how to fix them

The attach button does not respond: Refresh the page or close and reopen your email. If you are using a web browser, try a different browser. Desktop email programs may need to be restarted.

The file will not upload: Check the file size against your email service's limit. Verify that the file is not corrupted by opening it on your computer first. If the file is a video or very large image, compress it or use file-sharing instead.

The recipient cannot open the attachment: Ask what program they use to open files of that type. If they use an older version of Microsoft Office, they may not be able to open newer .docx or .xlsx files — save the file as .doc or .xls instead. If the file is a PDF, the recipient needs a PDF reader, which is free and built into most browsers.

Frequently Asked Questions

Can I attach a file from my phone or tablet?

Yes. On iPhone or Android, open your email app, start a new message, and tap the paperclip or plus icon. Your phone will open the file browser so you can select a document, photo, or video from your device. Some email apps also let you take a photo or record a video directly and attach it to the message.

What file types can I attach?

You can attach almost any file type: Word documents (.doc, .docx), PDFs, images (.jpg, .png), spreadsheets (.xls, .xlsx), videos, and compressed folders (.zip). Some email services block certain file types for security reasons, such as executable files (.exe). If an attachment is blocked, the recipient will see an error message.

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

There is no limit to the number of files, but the total size of all attachments combined cannot exceed your email service's limit. If you are attaching five documents that add up to 30 MB and your limit is 25 MB, the message will not send. Compress the files or send them in two separate emails.

What happens if I attach a file and then edit it on my computer?

The email will contain the version of the file that was attached at the time you sent the message. If you edit the file afterward, the recipient will not see the changes. If you need them to see the updated version, send a new email with the revised file attached, or use cloud storage and send a link instead.

Can the recipient forward an email with my attachment to someone else?

Yes. When someone forwards your email, the attachment goes with it unless they remove it. If you want to prevent sharing, do not send the file by email — instead, upload it to a cloud service and share a link with specific permission settings that control who can access it and whether they can read or share it further.