How to Attach an Email in Outlook: The Definitive Guide

Attaching an email within an email in Outlook is a crucial skill for any serious email user. It allows you to forward entire conversations, provide context without rewriting, and share vital information efficiently. Here’s a comprehensive, no-nonsense guide to mastering this feature.

The Short Answer: Attaching an Email in Outlook

The process is straightforward. In a new email, click the Attach File button (represented by a paperclip icon), navigate to the email you want to attach, and select it. Outlook will treat the email as a standard attachment with an .msg extension. That’s it. No rocket science involved.

The Step-by-Step Breakdown: A Deep Dive

Let’s break it down into even more detail to ensure clarity:

1. Start a New Email: Open Outlook and click “New Email” in the upper left corner of the ribbon, or use the keyboard shortcut Ctrl + N.
2. Compose Your Message: Write the body of your email as you normally would. This is where you’ll explain why you are attaching the email.
3. Find the “Attach File” Button: Look for the “Attach File” button. It’s almost universally depicted as a paperclip icon. It’s usually located in the “Message” tab of the ribbon, towards the top of the window.
4. Select “Attach File”: Clicking the “Attach File” button opens a dropdown menu. Choose the appropriate source from which to attach. This might be “Browse This PC” if the email is saved locally, or “Outlook Items” if the email is still in your inbox or another folder within Outlook.
5. Navigate to the Email: If you chose “Browse This PC,” a file explorer window will open. Navigate to the location where your saved email (.msg file) is stored. If you chose “Outlook Items,” Outlook will display your email folders.
6. Select the Email: Locate the email you want to attach. It will have an .msg extension if it’s saved separately. Click on the email to select it.
7. Click “Insert”: Once the email is selected, click the “Insert” button in the file explorer window or the “Attach” button after selecting an “Outlook Item”.
8. Verify the Attachment: The attached email will appear in the attachment area of your new email, typically just below the subject line. Make sure it’s the correct email.
9. Send the Email: Once you’ve verified the attachment, enter the recipient’s email address in the “To” field and click the “Send” button.

Why Attach an Email Instead of Forwarding?

While forwarding an email is a common practice, attaching offers distinct advantages.

• Preservation of Context: Attaching preserves the original email’s formatting, headers, and any embedded images or attachments, ensuring the recipient sees it exactly as you did.
• Multiple Emails in One: You can attach multiple emails to a single email, allowing you to bundle related conversations or documents efficiently.
• Organization: Attaching helps keep your inbox cleaner by allowing you to reference past conversations without having to search for and forward each one individually.
• Archival Purposes: Attached emails can serve as an archive of past communications within a larger conversation.

Troubleshooting Attachment Issues

While the process is generally straightforward, issues can arise.

• File Size Limits: Exchange servers and email providers often have limits on the size of attachments. If your attached email, especially with its own attachments, exceeds this limit, you may encounter errors.
• File Type Restrictions: Some email systems restrict certain file types for security reasons. While .msg files are generally accepted, be aware of potential restrictions if the attached email contains other attachments.
• Corrupted Files: If the original email file is corrupted, it may not attach properly or may cause errors when the recipient tries to open it.

FAQs: Your Burning Questions Answered

Here are 12 frequently asked questions about attaching emails in Outlook, covering everything from best practices to troubleshooting.

1. Can I attach multiple emails to a single email in Outlook?

Absolutely. Repeat the steps above for each email you want to attach. Simply click the “Attach File” button again and select the next email. There’s technically no limit to the number you can attach, but be mindful of file size restrictions imposed by your email provider.

2. What is the .msg file extension, and why is it important?

.msg is the file extension for email messages saved from Outlook. It’s important because it’s the format Outlook uses to recognize and open saved emails. When you attach an email, you’re essentially attaching an .msg file.

3. How do I save an email as an .msg file?

Open the email you want to save. Click File > Save As. In the “Save as type” dropdown menu, select “Outlook Message Format (*.msg)”. Choose a location to save the file and click “Save”.

4. Can I attach an email from a different email client, like Gmail, to an Outlook email?

Yes, but the process is slightly different. You need to download the email from Gmail (usually as an .eml file, which is similar to .msg). Then, in Outlook, you can attach the .eml file using the “Attach File” button and browsing to the saved file.

5. What happens if the recipient doesn’t have Outlook? Can they still open the attached email?

The recipient will need a program that can open .msg files. While Outlook is the most common, there are free .msg viewer applications available online that can allow them to view the contents of the attached email. Alternatively, if the attached email originated from another email provider like Gmail, the recipient may be able to save the .msg file, then upload it into their Gmail environment for viewing, which will automatically be interpreted as an email message.

6. How can I reduce the size of an attached email if it’s too large?

The best way is to reduce the size of any attachments within the original email before saving it as an .msg file. Compress images, remove unnecessary attachments, or use cloud storage services to share large files instead of attaching them directly. Also, consider if attaching the file is needed, and instead you can share a URL to the file on shared storage (like OneDrive, Google Drive, etc.)

7. Is it possible to attach an email directly from my Outlook inbox without saving it first?

Yes! This is one of the most efficient methods. Instead of choosing “Browse This PC” when attaching, select “Outlook Items”. This allows you to navigate your Outlook folders and select the email directly.

8. What’s the difference between attaching an email and embedding it?

Attaching adds the email as a separate file that the recipient can open. Embedding, on the other hand, would involve copying the text and content of the email directly into the body of your new email. Attaching is generally preferred for preserving the original formatting and attachments.

9. How do I detach an email from an email in Outlook?

Simply click on the attached email in the attachment area (usually below the subject line) and press the “Delete” key, or right-click on the attachment and select “Remove”.

10. Can I attach an email in Outlook on my mobile device?

Yes, the process is similar on the Outlook mobile app. When composing a new email, look for the paperclip icon or an “Attach” option. You may need to navigate to your file storage or email folders to select the email you want to attach.

11. What are the security implications of attaching emails?

Attaching emails can carry the same security risks as any other file attachment. Be cautious about attaching emails containing sensitive information, and always scan attachments from untrusted sources with an antivirus program before opening them. Also, consider if the recipients of the email should have access to the email you’re forwarding.

12. Why is the “Attach File” button greyed out?

This can happen if you are not composing a new email or replying to an existing one. Ensure you are in the compose window. Also, some security settings might restrict attachments, but this is less common.