How to Attach Emails in Outlook: The Definitive Guide

So, you’re looking to attach emails in Outlook. Fear not, my friend! It’s a skill mastered by millions, and with this guide, you’ll be adding emails to your Outlook messages like a seasoned pro in no time. Here’s the lowdown: Simply open a new email (or reply to an existing one), navigate to the “Insert” tab, click the “Attach Item” button, select “Outlook Item”, and then choose the email you want to attach from the list. Hit “OK”, and boom! Your email is now neatly nestled within another.

The Breakdown: Step-by-Step Email Attachment

Let’s dive a little deeper, shall we? The devil, as they say, is in the details, and understanding each step ensures a smooth, frustration-free experience.

1. Compose a New Email or Reply: Begin by creating a new email message or replying to an existing one. This is where your attachment will eventually reside. You can do this by clicking on the “New Email” button in the top left corner of the Outlook window, or by hitting “Reply” or “Forward” on a selected email.

2. Access the “Insert” Tab: Once your email window is open, look at the ribbon menu at the top. You’ll see a tab labeled “Insert.” Click on it. This tab is your portal to all things insertion-related, from pictures and shapes to, of course, attachments!

3. Find the “Attach Item” Option: Within the “Insert” tab, look for a section labeled “Include.” In that section, you’ll find the “Attach Item” button. It may have a little paperclip icon. Click it!

4. Select “Outlook Item”: A dropdown menu will appear when you click “Attach Item.” From this menu, choose “Outlook Item.” This tells Outlook you’re not attaching a regular file, but rather another email stored within the system.

5. Browse and Choose the Email: A new window will pop up, displaying a list of your Outlook folders and emails. Now comes the slightly tedious, yet crucial, part: browsing through your folders to locate the email you want to attach. You can use the search bar in this window to quickly find the email if you know the sender, recipient, or subject line. Once you’ve found the desired email, select it.

6. Confirm and Attach: With the email selected, click the “OK” button at the bottom of the window. This confirms your choice and attaches the selected email to your current message. You’ll see the attached email displayed in your email’s body, typically as an .msg file.

7. Compose and Send: Now that your email is attached, you can complete composing your message, adding any necessary text or information. Once you’re satisfied, click the “Send” button, and your email, with its email attachment, will be on its way!

Beyond the Basics: Nifty Attachment Tricks

While the above steps cover the standard procedure, there are a few extra things you should keep in mind to streamline your attachment game.

• Drag and Drop (Sometimes): In some Outlook versions (especially newer ones), you can simply drag and drop an email from your inbox directly into the body of the email you’re composing. This is a significantly faster method, so try it out!

• Multiple Attachments: You can attach multiple emails at once! When browsing for the emails in step 5, hold down the Ctrl key (or Command key on a Mac) while clicking on each email you want to attach. Then, click “OK” to attach them all simultaneously.

• Attachment Size Limits: Be mindful of attachment size limits. Most email providers have restrictions on the size of files you can send. Exceeding these limits can result in your email bouncing back. If you need to send large files, consider using cloud storage services like OneDrive, Dropbox, or Google Drive and sharing a link in your email instead.

• Attachment Formats: When you attach an email as an “Outlook Item,” it’s typically saved as an .msg file. This preserves the original email’s formatting and headers.

Common Pitfalls to Avoid

Even with the simplest tasks, things can sometimes go awry. Here are a few common issues and how to tackle them:

• Can’t Find the “Attach Item” Button: If you can’t find the “Attach Item” button, make sure you’re in the correct tab (“Insert”) and that you’re actually composing a new email or replying to one. The button will only be visible when you have an email composition window open.

• Attaching the Wrong Email: Double-check that you’ve selected the correct email before clicking “OK.” It’s easy to accidentally click the wrong one, especially if you have similar subject lines or senders.

• Recipient Can’t Open the Attachment: This usually happens if the recipient doesn’t use Outlook or a compatible email client. In this case, consider forwarding the original email instead of attaching it.

Frequently Asked Questions (FAQs)

Here are some FAQs that should clear up any lingering questions:

1. Why should I attach an email instead of forwarding it?

Attaching an email is useful when you want to provide context to a conversation or want to preserve the email’s original formatting and headers. Forwarding is better for a simple relay of information.

2. What is an “.msg” file?

An “.msg” file is a Microsoft Outlook message file. It stores an email message, appointment, contact, or other Outlook item.

3. Can I attach an email from a different email provider (e.g., Gmail) to Outlook?

No, you cannot directly attach an email from Gmail (or other providers) as an “Outlook Item” within Outlook. You can only attach emails that are already stored within your Outlook account. You would need to download the Gmail email as a file and then attach that file.

4. What happens if the recipient doesn’t have Outlook?

If the recipient doesn’t have Outlook, they may not be able to open the .msg file directly. They might need to use a third-party MSG viewer or ask you to forward the email instead.

5. Is there a limit to the number of emails I can attach?

While there’s no hard limit to the number of emails you can attach, be mindful of the overall file size and the recipient’s email server limitations.

6. Can I attach multiple emails at once?

Yes, you can select multiple emails by holding down the Ctrl key (Windows) or Command key (Mac) while clicking on each email you want to attach.

7. How do I detach an email if I’ve attached the wrong one?

Simply select the attached email in the body of your message and press the Delete key.

8. Can I attach a draft email?

Yes, you can attach a draft email as long as it is saved as an Outlook Item.

9. Will the recipient see the original email headers when I attach an email?

Yes, the recipient will see the original email headers within the attached .msg file.

10. Can I attach an email to a calendar invite?

Yes, you can attach emails to calendar invites using the same process as attaching to a regular email.

11. What if my attachment is too large to send via email?

Use a cloud storage service like OneDrive, Dropbox, or Google Drive to upload the file and then share a link to the file in your email.

12. Does attaching an email increase the size of the recipient’s mailbox?

Yes, attaching an email will increase the size of the recipient’s mailbox, just like attaching any other file.

With these insights and FAQs, you’re now fully equipped to conquer the world of email attachments in Outlook. Go forth and attach with confidence!