The basic steps for attaching a file

To attach a file to an email, open your email program and start a new message. Look for a button or icon that says "Attach," "Paperclip," or shows a paperclip symbol — this is almost always near the bottom of the compose window, sometimes in a toolbar at the top. Click that button, then navigate to the folder where your file lives, select it, and click "Open" or "Attach." The file name will appear in an attachment field, usually below the message body or in a separate section labeled "Attachments."

The exact location of the attach button depends on which email service you use. Gmail puts it at the bottom left of the compose box. Outlook places it in the toolbar at the top. Yahoo Mail has it near the bottom. Once you click the button, a file browser window opens — this works the same way as finding any file on your computer. Navigate to the folder, click the file you want, and confirm.

You can attach multiple files to one email. Click the attach button again after the first file uploads, or select multiple files at once by holding Ctrl (on Windows) or Command (on Mac) while clicking each one before opening them. Most email services show you how many files are attached and their total size before you send.

Key Takeaways

  • The attach button is usually a paperclip icon located near the bottom of the compose window or in the toolbar at the top.
  • After clicking attach, use the file browser to find your file, select it, and click Open — the same process as finding any file on your computer.
  • You can attach multiple files to one email by clicking the attach button repeatedly or selecting several files at once before opening them.
  • Email services have size limits for attachments, usually between 20 and 25 megabytes per message, so very large files may need to be compressed or sent another way.
  • Once you attach a file, you will see its name in an attachments section before you send, so you can verify it is the right file.

Where to find the attach button in common email services

Gmail's attach button is a paperclip icon at the bottom left of the compose box, next to the formatting options. Click it and a file browser opens. You can also drag and drop files directly into the compose area — Gmail will attach them automatically.

Outlook (both the desktop version and Outlook.com) has an "Attach" button in the toolbar at the top of the compose window. It looks like a paperclip. Click it to open the file browser, or use the "Insert" menu and select "Attach File."

Yahoo Mail shows the attach button at the bottom of the compose area, also as a paperclip icon. Thunderbird, a free desktop email program, has the attach button in the toolbar at the top of the compose window. Apple Mail (on Mac) uses the paperclip icon in the toolbar, or you can go to the menu and select Message > Attach Files.

File size limits and what to do when a file is too large

Most email services limit attachments to 20 to 25 megabytes per message. Gmail allows up to 25 MB, Outlook allows 20 MB, and Yahoo Mail allows 25 MB. If your file is larger than the limit, the email service will show an error message when you try to send, and the message will not go through.

For files larger than the limit, you have two options. First, compress the file using your computer's built-in tools. On Windows, right-click the file, select "Send to," and choose "Compressed (zipped) folder." On Mac, right-click the file and select "Compress." Compression reduces file size, though how much depends on the file type — documents compress more than photos or videos. Second, use a file-sharing service like Google Drive, Dropbox, or OneDrive. Upload the file there, then send the recipient a link to read it instead of attaching the file itself.

Verifying the attachment before you send

Before clicking send, look at the attachments section to confirm the right file is there. The file name should be visible, and most email services show the file size next to it. If you attached the wrong file, click the X or delete button next to the file name to remove it, then click attach again and select the correct one.

This step takes five seconds and prevents the common mistake of sending the wrong document to a client, coworker, or family member. If you realize after sending that you attached the wrong file, most email services allow you to unsend a message for a short window — usually a few seconds to a few minutes, depending on the service. Gmail gives you up to 30 seconds to unsend if you have that feature turned on.

Attaching files from cloud storage services

If your file is stored in Google Drive, Dropbox, OneDrive, or another cloud service, you do not have to read it to your computer first. Gmail lets you attach files directly from Google Drive by clicking the attach button and selecting "Google Drive" from the menu. Outlook has a similar option for OneDrive files. This is faster than downloading and re-uploading, and it keeps the file in one place.

When you attach a cloud file, you can choose whether the recipient gets a copy of the file or a link to view it in the cloud service. Sending a link is useful if the file is large or if you want the recipient to always see the most recent version. Sending a copy is better if you want them to have their own version to edit or keep offline.

Troubleshooting attachment problems

If the attach button does not appear or does not work, refresh the page or close and reopen your email. If you are using a web-based email service like Gmail or Outlook.com, make sure your browser is up to date — older browsers sometimes have trouble with the attach feature. If you are using a desktop email program like Outlook or Thunderbird, restart the program.

If the file appears to attach but the email fails to send, the file is likely too large. Check the file size by right-clicking it and selecting "Properties" (Windows) or "Get Info" (Mac). If it is under the service limit and still will not send, try compressing it or uploading it to a cloud service and sending a link instead. If none of these steps work, try sending the email without the attachment first to confirm your internet connection is working, then try attaching again.

Frequently Asked Questions

Can I attach a file from my phone or tablet?

Yes. Open your email app, start a new message, and look for a paperclip icon or a plus sign. Tap it to open your device's file browser or photo library. Select the file and it will attach. The process is the same on iPhone, iPad, and Android devices, though the exact button location varies by app.

What file types can I attach?

You can attach almost any file type — documents, spreadsheets, images, videos, PDFs, audio files, and compressed folders. Email services do not restrict file types, only file size. Some workplaces block certain file types for security reasons, so if a recipient says they cannot open an attachment, ask your IT department what types are allowed.

Why does my attachment show as a link instead of a file?

If you attached a file from Google Drive, OneDrive, or Dropbox, it may appear as a link rather than a downloadable file. This happens when you choose to share a link instead of a copy. To send the actual file, delete the link, click attach again, and select "Upload" or "Attach a copy" instead of the cloud service option.

Can I attach a folder instead of individual files?

Most email services do not allow you to attach a folder directly. Instead, compress the folder into a single file — right-click it, select "Send to > Compressed (zipped) folder" on Windows or "Compress" on Mac — then attach the compressed file. The recipient can unzip it to access all the files inside.

What happens if I attach a file and then close my email without sending?

Most email services save your draft automatically, including attachments. When you open your drafts folder and return to that message, the file will still be attached. If you close the email completely without saving, the attachment is lost, and you will need to attach it again when you reopen the draft.