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To attach a file means to add a document, photo, or other file to a message so the recipient can open or download it—or access it through a shared link. For example, you might attach a PDF to an email. The exact steps and whether the recipient gets a copy or a link depend on the app.
What is a file attachment?
An attachment is a file added to an email or another supported item. Common examples include documents, spreadsheets, audio files, and images. In many apps, a paperclip icon signals the attachment control, though its label and location can vary. Microsoft describes selecting files and adding them to an email’s attachment list.
Attaching a file is an action: you select a file and add it to the message. Depending on the service, the recipient may receive a copy of the file or a link to it online.
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How do you attach a file?
The general process is to compose or open a message, choose the attachment control, select a file, and confirm. For Gmail on a computer, Google’s documented steps are:
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- Click Compose to start an email.
- Click Attach files.
- Select one or more files from your computer.
- Click Open to add them to the message.
On iPhone, Apple Mail lets you select a document from Files, add a saved or newly captured photo or video, or scan a paper document into a PDF. If a file exceeds the email account’s maximum, Mail provides instructions for using Mail Drop. See Apple’s iPhone Mail guide.
What is the difference between attaching a copy and sharing a link?
Some email apps, including Outlook, let you send a file copy or share a link to a file in cloud storage. These options behave differently:
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| Option | What the recipient gets | Access and changes |
|---|---|---|
| Attach a copy | A separate copy of the file travels with the email. | The recipient can open the sent copy. Later changes to the cloud original do not update that copy. |
| Share a link | A link to a file stored online, such as in OneDrive or SharePoint. | Access depends on the link’s permissions and the recipient’s ability to use that cloud location. Changes to the online file may be visible through the link. |
A link can keep the email smaller, but check that the intended recipients have permission to view or edit the file. Outlook may warn if it detects that recipients could have trouble accessing a linked file. These choices are documented for Outlook and are not necessarily available in every email service. Microsoft’s Outlook guidance distinguishes the available controls by Outlook version.
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Why might an attachment fail or be unavailable?
- Size limit: Google states that personal Gmail accounts have a total attachment limit of 25 MB. If the total is larger, Gmail removes the attachment and adds it as a Google Drive link. Work and school Google Workspace limits are set by the administrator. This limit is specific to Gmail; other services may differ. Google’s Gmail Help page gives the details.
- Blocked file type: Gmail blocks executable files such as
.exefor security reasons. Follow the email service’s security guidance rather than trying to bypass a block. Google lists this restriction. - Upload trouble: Google notes that insufficient storage, a slow internet connection, or a network administrator or provider blocking its attachment-hosting domain can prevent an upload. Check the connection and available storage, and contact the administrator if the network is blocking uploads. Google’s troubleshooting guidance covers these causes.
- Link permission problem: A cloud link does not guarantee that every recipient can open the file. Check its sharing settings and make sure the recipients have access.
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