What attaching a file means

Attaching a file means sending a copy of something stored on your computer — a photo, document, spreadsheet, or video — along with an email or message. The file travels with your message to the recipient's inbox. They can then open it, save it to their own computer, or forward it to someone else.

When you attach a file, you are not moving the original from your computer. The original stays where it was, and a copy goes with your message. This is different from sharing a link, which just points someone to a file that lives somewhere else online.

Key Takeaways

  • Attaching a file sends a copy of something from your computer along with your email or message, while the original stays on your device.
  • Most email programs have an attachment button that looks like a paperclip, usually near the send button.
  • Large files (over 25 MB) may not send through regular email and will need cloud storage or file-sharing services instead.
  • The person receiving your message needs software that can open the file type you send — for example, Microsoft Word to open a .docx file.
  • Always check that you selected the right file before hitting send, because mistakes are harder to fix once the message leaves your inbox.

How to attach a file in Gmail

Open your email draft in Gmail. Below the text box where you type your message, you will see a paperclip icon. Click it. A window will open showing the files on your computer. Navigate to the folder where your file is stored, click the file name once to select it, then click the "Open" button at the bottom right of the window.

The file name will appear below your message text with a small x next to it. If you selected the wrong file, click the x to remove it and start over. You can attach multiple files to one email by clicking the paperclip icon again and repeating the process. Once all your files are attached, write your message and click "Send".

How to attach a file in Outlook

In Outlook on a computer, click "New Email" to start a message. In the toolbar at the top, look for a button that says "Attach File" or shows a paperclip icon. Click it. A window will open showing your computer's file system. Find your file, click it once, and click "Insert" or "Open" at the bottom of the window.

The file name will appear in an "Attachments" section near the top of your email. To add more files, click the attach button again. If you are using Outlook on your phone or tablet, the attachment button is usually a plus sign or paperclip icon at the bottom of the compose screen. The process is the same: tap it, find your file, and confirm.

How to attach a file on your phone

On an iPhone or Android phone, open your email app and start a new message. Look for a plus sign, paperclip icon, or attachment button — its location depends on which app you use. Tap it. You will usually see options to choose a photo from your camera roll, a file from your phone's storage, or a file from a cloud service like Google Drive or OneDrive.

If you want to attach a document or spreadsheet, tap "Files" or "Browse" and navigate to where it is stored on your phone. Select the file and confirm. The file name will appear in the message. You can attach multiple files before sending, though most phones will warn you if the total size is very large.

File size limits and when to use cloud storage instead

Most email services limit attachments to 25 MB per message. A typical photo is 2 to 5 MB, so you can usually send several photos at once. A video, however, is often 50 MB or larger and will not send through regular email. A Microsoft Word document or PDF is usually under 5 MB unless it contains many high-resolution images.

If your file is too large, use cloud storage instead. Services like Google Drive, Dropbox, OneDrive, or iCloud let you upload a file and share a link to it. The recipient clicks the link to view or read the file, and there is no size limit. You can also set permissions so only certain people can access it, or allow anyone with the link to open it. This method is also safer for very sensitive files because you can revoke access later if needed.

File types and whether the recipient can open them

A file type is determined by the letters after the dot in the file name — for example, .pdf, .docx, .jpg, or .xlsx. Before you attach a file, think about whether the person receiving it has software that can open it. A .pdf file opens on almost any device without special software. A .docx file (Microsoft Word) requires Word, Google Docs, or a free alternative like LibreOffice. A .xlsx file (Excel spreadsheet) requires Excel or a compatible program.

If you are not sure what software the recipient has, ask them first or convert your file to a more universal format. For example, you can save a Word document as a .pdf, which preserves the formatting and opens on any device. Most programs have a "Save As" or "Export" option in the File menu that lets you choose a different format before you attach it.

Common mistakes when attaching files

The most common mistake is attaching the wrong file by accident. Always check the file name in the attachment section before you click send. Another mistake is forgetting to attach a file altogether — you write "I have attached the document" but the attachment section is empty. Some email programs will warn you if your message mentions an attachment but none is actually there.

A third mistake is attaching a file that is too large and having the email bounce back or fail to send. If this happens, delete the attachment and use cloud storage instead. Finally, some people attach a file and then edit it on their computer afterward, not realizing the recipient has the old version. If you need to send an updated version, send a new email with the new file and make that clear in the subject line.

Frequently Asked Questions

Can I attach a file to a text message or when ready message?

It depends on the service. Text messages (SMS) do not support attachments on most phones. However, messaging apps like WhatsApp, Facebook Messenger, and iMessage let you attach photos, videos, and documents. The process is similar: look for a plus sign or paperclip icon and select your file. File size limits vary by app.

What happens if I attach a file and then delete it from my computer?

Nothing happens to the copy that went with your email. Once you send an attachment, it is stored on the recipient's email server and in their inbox. Deleting the original file from your computer does not affect the copy they received. They can still open and save it.

Can I attach a file from cloud storage like Google Drive without downloading it first?

Yes. In Gmail, you can click the Google Drive icon instead of the paperclip to attach a file directly from your Drive without downloading it. In other email programs, you may need to read the file first or use a different method. Check your email program's help section for cloud storage options.

Is it safe to attach files to emails?

Attaching files is generally safe, but be cautious with files from people you do not know. Malware can be hidden in attachments. Never open an attachment from an unexpected sender, especially if the email looks suspicious or asks you to enable macros or run a program. When in doubt, ask the sender to confirm they sent it.

Why does my attachment keep failing to send?

The most common reason is that the file is too large. Check the file size and try a smaller file or use cloud storage instead. Other reasons include a poor internet connection, an email server issue, or a file format your email service does not support. Try again in a few minutes, or contact your email provider if the problem continues.