The fastest way to attach a file

Open your email in Outlook and look for a paperclip icon near the bottom of the compose window. Click it, then select the file from your computer. Outlook will add it to your email and show you the filename so you know it worked. That is the whole process for most people.

If you do not see a paperclip icon, you may be using Outlook on the web instead of the desktop version. Web Outlook has the paperclip in a different spot — look for it in the toolbar above where you type your message, usually near the formatting buttons for bold and italic text.

Once the file is attached, you can see it listed below your message before you send. If you need to remove it, hover over the filename and click the X that appears.

Key Takeaways

  • The paperclip icon in Outlook opens your file browser so you can select what to attach.
  • Desktop Outlook and web Outlook have the paperclip in different locations, so check your toolbar if you cannot find it.
  • You can attach multiple files at once by selecting more than one file in the browser window.
  • Outlook shows you attached files before you send, so you can remove any that should not go out.

Where the paperclip icon is in desktop Outlook

If you are using Outlook on your computer (not in a web browser), open a new email by clicking New Email or pressing Ctrl+N on Windows or Command+N on Mac. The paperclip icon sits in the toolbar at the bottom of the compose window, usually to the left of other formatting tools. It may also be labeled Attach if you hover your mouse over it.

Some versions of Outlook hide less-used buttons by default. If you do not see the paperclip, look for a three-dot menu icon (called More) in the toolbar and click it. The attach option will appear in the dropdown menu that opens.

Where the paperclip icon is in web Outlook

If you use Outlook through a web browser (Outlook.com or your work email through a browser), the paperclip is in the toolbar above the message body. Look for it near the formatting buttons — it is usually one of the first icons you see after the font and size options.

Click the paperclip, and a file browser window will open on your computer. Navigate to the folder where your file lives, select it, and click Open. The file will upload and appear as an attachment in your email.

Attaching multiple files at once

You do not have to attach files one at a time. When the file browser opens after you click the paperclip, hold down Ctrl on Windows (or Command on Mac) and click each file you want to attach. All selected files will highlight. Then click Open and Outlook will add them all to your email.

If the files are in different folders, attach them one folder at a time. Click the paperclip again, navigate to the next folder, select the files you need, and click Open. Outlook will add these to the same email without removing the ones you already attached.

File size limits and what happens when you exceed them

Outlook has a size limit for attachments, but the limit depends on which version you use. Desktop Outlook typically allows files up to 20 MB per attachment. Web Outlook (Outlook.com) allows up to 20 MB as well, though some work email systems set their own lower limits.

If your file is too large, Outlook will warn you before you send. You will see a message saying the attachment is too big. At that point, you can remove the file, compress it to make it smaller, or use a file-sharing service like OneDrive or Google Drive instead. Many people attach a link to a shared file rather than the file itself when size is a problem.

Removing an attachment before you send

After you attach a file, it appears in a list below your message. Hover your mouse over the filename and an X will appear on the right side. Click the X to remove that attachment. The file stays on your computer — removing it from the email does not delete it.

You can also remove an attachment by clicking on it once to select it and then pressing the Delete key on your keyboard. Either method works the same way.

Frequently Asked Questions

Can I attach a file from OneDrive or SharePoint instead of my computer?

Yes. In desktop Outlook, click the paperclip and look for an option that says Browse Cloud Locations or Recent Cloud Files. In web Outlook, you may see a cloud icon next to the paperclip. Both let you pick files you have stored online without downloading them first.

What if the person I am emailing cannot open the file type I attached?

Ask them what program they use. If they do not have the right software, you can convert the file to a format they do have — for example, saving a Word document as a PDF. Many online conversion tools are free and do this in seconds.

Does attaching a file make my email take longer to send?

Large attachments take a bit longer, but most files send within seconds on a normal internet connection. If you are attaching a video or a file larger than 10 MB, it may take a minute or two. Outlook will show you a progress bar while it uploads.

Can I attach a folder instead of individual files?

No, Outlook does not let you attach a whole folder. You have to select individual files. If you need to send many files, compress them into a single ZIP file first, then attach the ZIP. This also makes the total size smaller.

What happens to my attachment if I close Outlook without sending?

Outlook saves your draft automatically. When you open Outlook again, your email and the attachment will still be there. You can finish writing and send it whenever you are ready.