Outlook keeps track of the files you have worked on recently and suggests them whenever you decide you want to attach a file to an email message. Some file types are blocked from being sent or received.
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In a new message, a reply, or a forwarded message, select Attach File from the Message ribbon or the Insert ribbon.
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Select your file from one of the following locations:
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Recent items
The 12 most recent files you've worked on will be displayed here. These files may be on your computer, on OneDrive, SharePoint, or another online document library. Select a file to attach it to your email. -
Browse Web Locations
Locations include OneDrive, SharePoint sites, or other locations such as a groups document library that you've accessed before. Select one of the locations to open a new window and then select your attachment. -
Browse This PC
Opens a File Explorer window where you can choose a file from your computer.
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If you selected a file on your local computer or group document library, a copy of the file is attached to the email. Selecting a OneDrive or SharePoint file, however, provides you with additional permission options and information.
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Send a link or send a copy Sending a link to the OneDrive or SharePoint file keeps the size of your email message small. If you choose to send a copy of the file, the entire file is attached to the email, just like it would be if you selected a file on your computer. If you choose to send a link to the file, you can also set the permissions on your file.
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By default, if you're in a business environment, everyone within your organization can edit the linked file. To change these permissions, select the arrow at the right of the attachment name to display a drop-down menu with a variety of permission options.
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Organization can Edit if you want anyone in your organization to be able to modify the file.
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Organization can View, if you want anyone in your organization to be able to read, but not modify, the file.
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Recipients can Edit if you want only the recipients of your email to be able to modify the file.
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Recipients can View if you want only the recipients of your email to be able to read, but not modify, the file.
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If Outlook detects that your recipients won't be able to view the file, for example if it's stored on a SharePoint site that's only accessible to you, you'll see a warning message directly under the file icon and name. Select Attach as copy to change the attachment from a linked file to a copy of the file.
Note: If you attach a file as a copy, any changes your recipient makes won't be synchronized with the version of the file in OneDrive or on SharePoint.
Note: If you attach a file as a copy, any changes your recipient makes won't be synchronized with the version of the file in OneDrive or on SharePoint.