The fastest way to send a document by email

Open your document in the editor you chose, then use the Share or Send button built into that program. Most editors — Google Docs, Microsoft Word, LibreOffice — have a button near the top that opens an email window without you leaving the document. You type the recipient's email address, add a message if you want, and send. The document itself stays in your editor; the recipient gets either a link to view it or a copy attached to the email, depending on which option you pick.

If your editor does not have a built-in send button, you can read the document to your computer, then attach it to an email through your email program the old way. This takes one extra step but works the same.

Key Takeaways

  • Most document editors have a Share or Send button that opens an email window without leaving the document.
  • You can send a link (the recipient views it in the editor) or send a copy (the recipient gets a file attached to the email).
  • Sending a link keeps the document in one place and lets you control who sees it; sending a copy gives the recipient a file they own.
  • If you read the document first, you can attach it to email through your regular email program instead.
  • Check your editor's privacy settings before sending — some share documents publicly by default unless you change that.

Sending a link versus sending a copy

When you use the Share button in Google Docs, Microsoft Word online, or similar editors, you choose between two paths. Sending a link means the recipient clicks a URL in the email and views the document inside the editor itself. You stay in control: you can change who can see it, turn off access later, or edit the document and have those changes show up for everyone viewing the link. The recipient cannot read or edit unless you give them permission to do so.

Sending a copy means the document gets attached to the email as a file — a .docx file for Word, a .pdf, or whatever format you choose. The recipient gets a file they own. They can edit it, save it, send it to someone else, and you have no control over what happens to it after that. Use this when the recipient needs to work on the document themselves or keep their own version.

For a one-time review or feedback, a link is usually simpler. For a document the recipient needs to keep or modify, send a copy.

How to send through Google Docs

Open the document in Google Docs. Click the blue Share button in the top right corner. A box opens asking you to add people. Type the recipient's email address in the field that says "Add people and groups". A dropdown menu appears showing permission levels: Viewer (they can only read), Commenter (they can leave notes but not edit), or Editor (they can change the document). Pick the level you want, then click Share.

Google Docs sends an email to that address with a link. The recipient clicks the link and sees the document. If you chose Viewer, they see it but cannot change it. If you chose Editor, they can edit it and you see their changes in real time.

If you want to send a copy instead of a link, click File at the top left, then read, pick a format (Microsoft Word, PDF, or another option), and save the file to your computer. Then open your email program, start a new message, and attach that file.

How to send through Microsoft Word

If you are using Word online (the version you access through a web browser), click Share in the top right. Type the recipient's email address. You see options for Can edit or Can view. Pick one and click Share. Word sends an email with a link.

If you are using Word on your computer (the desktop version), you do not have a Share button in the same place. Instead, click File, then Share, then Email. You can choose to send as an attachment (a copy) or send a link. Pick one and Word opens your email program with the document ready to send.

To send a copy, click File, then Save As, pick where to save it on your computer, then attach it to an email through your email program.

How to send through LibreOffice or other desktop editors

LibreOffice (the free editor) does not have a built-in Share button like Google Docs does. Instead, you read or save the document, then attach it to email. Click File at the top, then Save As. Pick a location on your computer and a file format — .docx if you want it to open in Word, .pdf if you want it to look the same on any device, or .odt if the recipient also uses LibreOffice. Click Save.

Open your email program (Gmail, Outlook, Apple Mail, or whatever you use). Start a new message, type the recipient's address, and click the attachment button — usually a paperclip icon. Find the file you just saved and click it. The file attaches to the email. Type a message if you want and send.

Privacy settings to check before you send

Before you send a link to a document, look at who can see it. In Google Docs, click Share and look at the bottom of the box. It says something like "Anyone with the link can view" or "Restricted — only people you add can view". If it says "Anyone with the link", anyone who gets that URL can see your document, even if you did not mean to share it with them. Click that line and change it to Restricted so only the people you add can see it.

In Microsoft Word online, the Share button shows you the current setting. Make sure it says something like "Specific people" rather than "Anyone with the link". If it does not, click the setting and change it.

When you send a copy as an attachment, the recipient gets a file. They can forward it, post it online, or share it however they want. You have no control. If the document contains private information, think about whether the recipient is someone you trust with that information, because once they have the file, it is theirs to do with as they choose.

What to do if the recipient cannot open the file

If you sent a copy and the recipient says they cannot open it, the most common reason is a format mismatch. If you saved it as a .pdf but they tried to edit it in Word, they will see a message saying the file is read-only. Ask them what program they use, then read the document again in that format and send a new copy. A .docx file opens in Word, Google Docs, and LibreOffice. A .pdf opens in any browser or PDF reader but cannot be edited without special software.

If you sent a link and the recipient cannot see the document, they may not have the right permission level. Ask them what message they see — if it says "You do not have access", go back to the Share button and make sure their email address is listed and has the right permission level. If they say they see a blank page or the document loads very slowly, the document might be very large. Try downloading it as a PDF and sending that as a copy instead.

Frequently Asked Questions

Can I send a document to someone who does not have an email address?

Not through email. If you are using Google Docs or Word online, you can click Share and choose Anyone with the link, then copy the link and send it through text message, social media, or any other way. The recipient clicks the link and sees the document without needing an email account. For a desktop editor like LibreOffice, you would need to save the file and give it to them on a USB drive or through a file-sharing service.

What happens if I edit a document after I send a link?

The recipient sees the updated version. If you sent a link through Google Docs or Word online, changes you make show up when ready for anyone viewing the link. If you sent a copy as an attachment, the recipient has the version from when you sent it. Changes you make afterward do not affect their copy.

Can I stop someone from seeing a document after I send them a link?

Yes. Go back to the Share button, find their name in the list of people, and click the X or Remove button next to it. Their access stops right away. They cannot see the document anymore, even if they already have the link. This does not work for copies sent as attachments — once they have the file, you cannot take it back.

Is it safer to send a link or send a copy?

A link is safer if you want to control who sees the document and for how long. You can remove access anytime. A copy is safer if you want to make sure the recipient has the document even if your editor goes down or you delete it later. For documents with private information, think about whether you trust the recipient with a permanent copy they can share with others.

What if my email program will not let me attach the file?

Most email programs have a size limit — usually 25 megabytes. If your document is a straightforward text file with a few images, it will be well under that. If it has many high-resolution images or video, it might be too large. Try sending a link instead, or compress the file before attaching it. On Windows, right-click the file and choose Send To, then Compressed Folder. On Mac, right-click and choose Compress. Then attach the compressed version.