Mastering the Art of Emailception: Sending Outlook Emails as Attachments

So, you need to send an email inside another email? Sounds like something out of a spy movie, doesn’t it? But trust me, it’s a surprisingly common and incredibly useful skill in the professional world. Let’s cut to the chase.

How to send an Outlook email as an attachment? Simply drag and drop the email from your Outlook inbox (or any folder) directly into a new email window you’re composing. Outlook will automatically attach the selected email as an .msg file. Alternatively, you can forward the email as an attachment by opening the desired email, clicking “More” (the three dots), selecting “Forward as Attachment,” and composing your new email as usual.

This straightforward technique unlocks a world of organizational power and allows you to share complex email threads, preserve formatting, and maintain context more effectively than simply copying and pasting. Now, let’s delve deeper and answer some common questions you might have.

Why Send an Email as an Attachment?

Before we dive into the how, let’s understand the why. Sending an email as an attachment isn’t just a quirky Outlook feature. It’s a strategic move in several situations:

• Preserving Original Formatting: When you copy and paste an email’s content, you often lose formatting like font styles, images, and embedded elements. Attaching the email ensures the recipient sees it exactly as it was originally sent.

• Maintaining Email Headers: Email headers contain crucial information like sender details, timestamps, and routing data. This is vital for auditing purposes or investigating email authenticity.

• Sharing Long and Complex Threads: Instead of forwarding multiple individual emails or creating a massive, unwieldy thread, you can bundle the entire conversation into a single attachment for clarity.

• Compliance and Legal Reasons: In certain industries or legal proceedings, preserving the original email file, including its metadata, is essential for compliance.

• Archiving Purposes: Attaching and storing emails can simplify the process of archiving important communications.

Methods for Sending Emails as Attachments in Outlook

While the drag-and-drop method is arguably the simplest, Outlook offers a few options:

Drag and Drop Method

1. Open Outlook.
2. Locate the email you want to send as an attachment in your inbox or any other folder.
3. Open a new email message (click “New Email”).
4. Drag the email from the folder directly into the body of the new email. Outlook will automatically attach it as an .msg file.
5. Compose your message and send it.

Forward as Attachment Method

1. Open Outlook.
2. Locate and open the email you want to send as an attachment.
3. Click on the “More” icon (three dots) located at the top right of the email window.
4. Select “Forward as Attachment” from the dropdown menu.
5. A new email window will open with the selected email already attached as an .msg file.
6. Compose your message and send it.

Saving as .msg and Attaching

This method is slightly more involved but can be useful if you want to store a copy of the email separately.

1. Open Outlook.
2. Locate and open the email you want to save and attach.
3. Click on “File” then “Save As.”
4. Choose a location to save the file.
5. In the “Save as type” dropdown, select “Outlook Message Format – Unicode (*.msg)”.
6. Click “Save.”
7. Open a new email message.
8. Click on “Attach File” (usually a paperclip icon).
9. Browse to the location where you saved the .msg file, select it, and click “Insert.”
10. Compose your message and send it.

FAQs: Unlocking the Power of Attached Emails

Here are some frequently asked questions to further refine your understanding of sending emails as attachments in Outlook:

1. What is an .msg file?

An .msg file is a proprietary file format used by Microsoft Outlook to store email messages, calendar appointments, tasks, and other items. It preserves the original formatting, attachments, and metadata of the item. Think of it as a digital envelope containing the entire email experience.

2. Can I attach multiple emails at once?

Yes! Using the drag-and-drop method, you can select multiple emails (using Ctrl+Click or Shift+Click to select a range) and drag them all into the body of a new email. Each selected email will be attached as a separate .msg file.

3. Will the recipient need Outlook to open the .msg attachment?

Generally, yes. While some other email clients can open .msg files, Outlook or a compatible .msg viewer is the most reliable way to ensure the recipient can view the email content correctly. There are also free .msg viewers available online if the recipient doesn’t have Outlook.

4. Is there a size limit for attachments?

Yes. Outlook and most email providers have attachment size limits to prevent overloading servers. The default limit in Outlook is often around 20MB or 25MB. Check with your email provider for their specific limitations. If you need to send larger files, consider using cloud storage services like OneDrive, Google Drive, or Dropbox and sharing a link in your email.

5. What happens if the recipient doesn’t have permission to access an attachment?

If an attachment requires specific permissions (e.g., a document on a restricted network share), the recipient will likely receive an error message indicating they don’t have access. Ensure the recipient has the necessary permissions before sending sensitive or confidential information.

6. Can I attach emails from other email providers like Gmail to an Outlook email?

You would need to download the email from Gmail as a .eml file (Gmail’s email format) and then attach that .eml file to your Outlook email. The process for downloading an email in Gmail involves opening the email, clicking the “More” icon (three vertical dots), and choosing “Download message.” Then follow the attach file instructions.

7. Is it safe to open .msg attachments from unknown senders?

As with any file attachment, be cautious about opening .msg files from unknown or untrusted senders. There is a potential risk of malware or phishing attacks. Always verify the sender’s identity before opening any attachments. Run a virus scan if you are unsure about the safety of the attachment.

8. Can I change the default attachment format in Outlook?

No, you cannot change the default attachment format to something other than .msg when using the “drag and drop” or “forward as attachment” methods within Outlook.

9. How do I view the contents of an attached .msg file?

Double-clicking the .msg file will typically open it in Outlook (assuming it is installed) or a compatible .msg viewer. The email will then be displayed as if it were a regular email received in your inbox.

10. Can I search for emails within attached .msg files?

Outlook’s search functionality typically indexes the contents of .msg attachments. You can search for keywords or phrases within the attached emails as you would with regular emails in your inbox. However, the effectiveness of the search can depend on the indexing settings and the complexity of the attached email.

11. Are there any alternatives to sending emails as attachments?

Yes, depending on the situation:

• Sharing Links: For large files or documents, sharing a link to a cloud storage service is often a better option.
• Copy and Paste: For simple emails with minimal formatting, copying and pasting the content might suffice.
• PDF Conversion: Converting the email to a PDF document can preserve formatting while making it more universally accessible.

12. How can I troubleshoot problems with sending emails as attachments?

• Check Attachment Size Limits: Ensure the attachment size is within the limits of your email provider and the recipient’s.
• Verify File Format: Make sure the recipient has a program capable of opening .msg files.
• Antivirus Software: Temporarily disable your antivirus software to see if it’s interfering with the attachment process (re-enable it immediately afterward).
• Outlook Updates: Ensure your Outlook is up to date with the latest patches and updates.
• Corrupted File: The .msg file itself may be corrupt. Try forwarding the original email as an attachment again.

Mastering the art of sending emails as attachments provides a powerful tool for organization, compliance, and effective communication within Outlook. Now you’re equipped to handle complex email scenarios with confidence and finesse, leaving no email thread unturned.