How to attach an email in Outlook: a step-by-step guide

How to attach an email in Outlook

Sharing emails is a normal part of day-to-day professional life. Maybe you need to forward a conversation to a colleague, share specific details with a client, or consolidate messages for record-keeping. Whatever the reason, Outlook offers several ways to attach emails that keep formatting, content, and attachments intact.

Our guide covers how to attach entire emails, share only the relevant parts, and use shortcuts to speed up the process.

Attaching an entire email to a new message

Sometimes you need to forward an entire email exactly as it was received. Outlook lets you do this without changing the formatting or losing any attachments.

Here's how to attach an entire email in Outlook:

Select the email you want to attach from your inbox.
Click Forward as Attachment in the toolbar. You can also right-click the email and choose Forward as Attachment from the menu.
A new email window opens with the selected email attached as a .msg file. Add your recipients, type your message, and click Send.

This method keeps the original headers, formatting, and attachments intact, which is especially useful when you need to maintain a record of the exact message that was sent.

Why use the ‘.msg file’ method?

Attaching an email as a .msg file preserves everything about the original message. The recipient can open the attachment and see the email exactly as you received it, including who sent it, when it was sent, and any attachments that came with it. This is particularly important when you're sharing emails for legal documentation, compliance purposes, or detailed project discussions.

Using drag-and-drop to attach emails

If you need to move quicker, drag-and-drop is simple and intuitive, especially when you're working with multiple messages.

Here's how to use drag-and-drop:

Open a new email draft.
Find the email you want to attach in your inbox or folder, then drag it directly into the body of the draft.
The email appears as an attachment (.msg file) ready to send.

This method works seamlessly for multiple emails. You can select several messages at once and drag them all into a single draft, saving you from forwarding each one individually.

Tip: Drag-and-drop is especially useful when you're consolidating related messages for a project update or sharing a series of emails with someone who needs the full context.

Attaching part of an email

There are times when forwarding the entire email is overkill. Maybe you only need to share a specific paragraph or a single attachment. Outlook makes it easy to share just the relevant parts.

Here's how to attach part of an email:

Open the email and highlight the text you want to share.
Copy the selected content (Ctrl + C on Windows or Cmd + C on Mac) and paste it into a new email draft.
If you only need to share a specific attachment, download it and attach it to your new message.

This approach keeps your email concise and focused. The recipient gets exactly what they need without wading through unnecessary information.

When to use this method:

If you're pulling a key detail from a longer email thread or sharing one attachment from a message with several attachments, this method saves time and reduces clutter. It's particularly useful when you're communicating with busy colleagues or clients.

Outlook shortcuts for attaching emails

If you attach emails frequently, keyboard shortcuts can save you a lot of time. Once you get used to these shortcuts, you'll wonder how you managed without them.

Windows shortcut: Select the email and press Ctrl + Alt + F to forward it as an attachment. This opens a new draft with the email already attached, ready for you to add recipients and send.

Mac shortcut: On Mac, the process is slightly different.

Select the email, then go to Message > Forward as Attachment from the menu bar.

Making sure attachments are received correctly

Attaching emails is straightforward, but a few things can go wrong if you're not careful. Here's how to make sure your attachments reach the recipient without issues.

Check attachment size

Outlook typically supports attachments up to 20-25 MB per email. If your attached email contains large files, you might hit this limit. For larger files, compress them using a tool like WinZip or 7-Zip, or upload them to a cloud service like OneDrive or SharePoint and share a link instead.

Check recipient compatibility

Not all email platforms can open .msg files. If you're sending an attached email to someone who uses Gmail, Apple Mail, or another non-Outlook client, they might have trouble opening it. In these cases, consider forwarding the email as plain text or PDF instead.

Keep the message clear

Always explain why you're sending the attached email. A quick note like "See the attached email from our vendor regarding the project timeline" gives the recipient context and makes it easier for them to understand what you need from them.

Keep your email workflow moving

Attaching emails in Outlook is a simple but powerful way to share information while keeping formatting, content, and attachments intact. Whether you're forwarding a full email, selecting specific parts, or using shortcuts to speed things up, these techniques help you communicate clearly and professionally.

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Frequently asked questions

How do I attach an email in Outlook?

Select the email and either use Forward as Attachment from the toolbar or drag it into a new email draft. Both methods attach the email as a .msg file.

How do you attach an email as an attachment in Outlook?

Right-click the email and choose Forward as Attachment, or press Ctrl + Alt + F on Windows after selecting the email.

What is the shortcut for sending an email as an attachment in Outlook?

On Windows, the shortcut is Ctrl + Alt + F after selecting the email. On Mac, go to Message > Forward as Attachment from the menu bar.

How do I attach part of an email in Outlook?

Highlight the relevant text, copy it, and paste it into a new email draft. If you only need to share a specific attachment, download it and attach it separately.

Can I attach multiple emails at once?

Yes. Select multiple emails by holding Ctrl (Windows) or Cmd (Mac) while clicking each one, then drag them into a draft or use Forward as Attachment to send them in batch.

Will attachments remain intact when forwarding emails?

Yes. Using Forward as Attachment preserves the original content, formatting, and attachments exactly as they were in the original email.

How can I send large attachments in Outlook?

Use cloud storage links like OneDrive or SharePoint for files exceeding Outlook's attachment limits. Upload the file, generate a sharing link, and include it in your email instead of attaching the file directly.