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How do I manage email attachments in Outlook?

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Article SummaryThis article explains how to add attachments and includes some best practice tips.

How to add attachments in Outlook

  1. Open Outlook.

  2. Open a compose (Ctrl+N) or reply (Ctrl+R) window.

  3. Click the Attach File (paper clip) icon in the ribbon at the top of the message window. If you are writing a reply, you may need to click Compose Tools at the top of the window to find the Attach File option.

  4. Browse to the directory of the file you would like to add to your message.

  5. Double-click the file that you would like to add to your message, or select the file and click Insert.

The file is now attached to your e-mail message. You can optionally repeat steps 3-5 to add more files.

How to remove attachments

Attached files will appear in the Attached list just below the Subject line.

  1. Right-click the attached file you would like to remove.
  2. Click Remove.
  3. Alternately, you can select the attachment and press the Delete key.

Best practices for attachments

  • Maximum allowed size of attachments:
    • Internal mail (staff / student emailing staff / student)  - up to 25 MB.
    • External mail (staff / student sending or receiving email to/from an external source) - up to 14 MB.
  • If possible, use common file types that the person you are sending to will be able to open (.pdf, .jpg, .png, .zip).
  • Where possible send a link to a document or video instead of sending the file. This will save time and storage in email inboxes. When you are using Office 2016 or Office 365 you have the option automatically when attaching a file to make it a link if its on your OneDrive. For more on OneDrive, see How do I access my Microsoft OneDrive? Note: This avoids the maximum size limit.



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