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Attaching a file means adding a digital file to a message or another item so it can be shared with that item. In email, you usually select a file while composing a message; in a web app, the file may be uploaded and represented by a link. The exact steps depend on the app.
What happens when you attach a file?
The file becomes associated with the message, comment, or other item, giving its recipient or audience a way to access it. In traditional email, an attachment is often a copy of the selected file sent with the message. It is separate from the text you type in the email body.
Some applications use “attach” for a different sharing method: they upload the file to their service and place a URL or reference in the item. GitHub, for example, lets users add files to issues, pull requests, and comments by browsing for a file or dragging it into the relevant area. The uploaded file is represented by a URL in the text field. GitHub Docs explains its attaching-files process.
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File copy or cloud link
A file attachment is commonly a copy, while a cloud-sharing link points to a file stored online. A copy is independent of the cloud original: changes made to one do not automatically synchronize with the other. A link can let people access a shared version, but only if its permissions allow them to do so. Outlook distinguishes attaching a copy from sharing a OneDrive or SharePoint link; the available steps depend on the Outlook version. See Microsoft’s Outlook guidance.
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Attachment or inline image
An attached image is presented as a file the recipient can open or download. An inserted image appears within the message body. These are separate options in Outlook, so “send an image” does not always mean “attach an image.”
When should you attach a copy or share a link?
- Choose a copy when the recipient needs a separate file rather than access to a shared cloud version.
- Choose a link when sharing a cloud-hosted file is more suitable, such as when a traditional attachment is too large or people need access to the same version. Check that recipients have the required permissions.
- Use an inline image when the image should appear as part of the message rather than as a separate file.
Uploading to OneDrive and sharing a link is one option Outlook documents for a file that is too large to attach. A link changes how the file is shared; it is not simply another name for an attachment.
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Do attachment size limits apply everywhere?
No. Limits depend on the email service, application, or API. Microsoft Graph v1.0 documentation describes a direct attachment operation for files under 3 MB and an upload session for files from 3 MB to 150 MB. These are thresholds for those Microsoft Graph API operations, not universal email attachment limits. The upload-session documentation and attachment resource documentation describe the API-specific behavior. Check the current rules for the app you are using.
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What does attaching a file look like in practice?
In an email app, open a new message, choose the attachment option, select a file, and send the message. The labels and exact steps vary by app and device. On a phone, the attachment flow may let you choose a photo or other file while composing; AT&T’s handset-specific example illustrates one such flow.
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In a web application, the app may instead let you browse for a file or drag it into a comment or other field. The service uploads it and adds a reference to the item, as in GitHub’s issue, pull request, and comment workflow.
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