The fastest way: use Word's built-in email button

Open your document in Microsoft Word. At the top left, click File, then look for Share in the menu on the left side. Click Email, and Word will show you three options: Send as Attachment, Send a Link, or Send as PDF. Choose Send as Attachment if you want the person to edit the document with you, or Send as PDF if you want them to see it exactly as it looks without being able to change it.

When you click your choice, your default email program will open with a new message and your document already attached. Type the recipient's email address in the To field, add a subject line, write your message, and click Send. The document travels with the email.

This method works on Windows and Mac versions of Word, and on the web version at Office.com. If you do not see the Share option, you may be using an older version of Word — the next section covers that situation.

Key Takeaways

  • Word's File > Share > Email menu sends your document as an attachment in seconds without leaving Word.
  • Choose Send as Attachment if the recipient needs to edit the document, or Send as PDF if you want them to see a locked version.
  • Your default email program opens automatically with the document already attached — you only need to add the recipient and send.
  • If Word does not have a Share menu, you can drag the document directly into an email or use your email program's attachment button instead.

What happens when you send as attachment versus PDF

When you send your document as an attachment, the recipient gets the actual Word file (.docx). They can open it, make changes, and send it back to you. Word will track those changes if you turn on Track Changes before sending, so you can see exactly what they altered. This is useful when you are collaborating or asking for feedback.

When you send as PDF, the document becomes a static image of what you see on screen. The recipient cannot edit it in Word — they can only view it, print it, or use basic PDF tools to highlight or comment. PDFs look identical on every computer and phone, so there is no risk that formatting will shift when they open it. Use PDF when you are sending a final version, a form, or anything where the appearance matters more than editability.

Both methods attach the file to an email, so the recipient downloads it the same way. The difference is what they can do with it once they have it.

If your version of Word does not have a Share menu

Older versions of Word (2016 and earlier on Windows, or 2011 and earlier on Mac) do not have the Share button. Instead, click File, then look for Send or Send As. You will see options like Send as Attachment or Send as PDF — these work the same way as the newer versions.

If you cannot find a Send option at all, you can still email the document manually. Save your document first by pressing Ctrl+S (Windows) or Command+S (Mac). Open your email program, start a new message, click the Attach button (usually a paperclip icon), and browse to find your Word document on your computer. Select it and click Open. The document will attach to your email.

Sending through Gmail, Outlook, or other web email

If you use Gmail, Outlook.com, or Yahoo Mail in your web browser, you cannot use Word's email button — you have to attach the document manually. Open your email in the browser, click Compose or New Message, then look for a paperclip or Attach button. Click it and choose your Word document from your computer. The file will upload and attach to your email.

If your Word document is already open in the browser version of Word (Office.com), you can save it to your computer first, then attach it through email. Click File > read > read as Word, wait for the file to save, then go to your email and attach it. This takes a few extra steps but ensures the recipient gets the exact version you want them to see.

Some people use cloud storage instead: save your document to OneDrive, Google Drive, or Dropbox, then share a link through email rather than attaching the file itself. This keeps file sizes smaller and makes it easier for multiple people to work on the same document at once.

Troubleshooting when the attachment does not send

If you click Send and the email does not go through, the most common reason is that your email program is not set up on your computer. Word's email button needs a default email client — Outlook, Apple Mail, or Thunderbird — to be installed and configured. If you only use Gmail or Outlook in your browser, Word cannot find an email program to open.

The fix is to either install Outlook on your computer (if you have a Microsoft 365 subscription, you already have it), or attach the document manually through your web email instead. Open Gmail or Outlook.com, compose a new message, and use the paperclip button to attach your document the old-fashioned way.

If the file is very large (over 25 MB), some email services will reject it. Word documents are usually small, but if yours contains many images or videos, try sending it as a PDF instead — PDFs compress better. If it is still too large, upload it to OneDrive or Google Drive and send a link instead of the file itself.

Sending to multiple people at once

Word's email button sends to one person at a time. If you need to send the same document to several people, you have two options. The first is to use Word's email feature multiple times — click File > Share > Email, send to the first person, then repeat for the next. This is slow but straightforward.

The faster way is to attach the document through your email program instead. Open your email, click Compose, add all the recipients in the To field (separated by commas or semicolons), attach your document using the paperclip button, and send once. This is the method most people use when they need to reach a group.

Frequently Asked Questions

Can the person I email edit the document and send it back to me?

Yes, if you send it as an attachment. They open the Word file, make changes, and email it back. If you turn on Track Changes before sending (in the Review tab), you will see exactly what they changed. If you send it as a PDF, they cannot edit it in Word — they can only view it.

What is the difference between attaching a document and sharing a link?

An attachment is a copy of the file that travels with the email. A link points to the file stored in the cloud (OneDrive, Google Drive, etc.), so both of you are always looking at the same version. Links work better for documents multiple people are editing at the same time; attachments work better for sending a final version or when you want the recipient to have their own copy.

Why does Word not open my email program when I click Send?

Word needs a default email client installed on your computer — Outlook, Apple Mail, or Thunderbird. If you only use Gmail or Outlook in your browser, Word has nowhere to send the command. Install Outlook or attach the document manually through your web email instead.

Can I email a Word document from my phone?

Yes. Open the document in the Word app on your phone, tap the three dots menu, look for Share or Send, and choose Email. Your phone's email app will open with the document attached. On iPhone, you can also open the document in the Files app, tap and hold it, and choose Share to email it.

Is it safe to email Word documents?

Word documents are as safe as any email attachment. The main risk is that older versions of Word can carry viruses if someone malicious creates them, but modern versions are much safer. If you are sending sensitive information, consider sending as a PDF instead, since PDFs are harder to alter. For highly confidential documents, use password protection or cloud sharing with permission controls instead of email.