Learn how attaching documents to an email works, when it’s better to share a download link instead of an attachment, and how to securely send sensitive files.
The process is similar across most email applications, so whether you’re using Outlook, Apple Mail, Gmail or another email client, these steps will help you send documents confidently.
This guide will help you send documents such as Microsoft Word, Excel, PDF and other file types as email attachments.
What This Means
Most email applications allow you to attach files directly to an email before sending it.
Recipients can then:
- Download the attachment.
- Open it using the appropriate application.
- Save it to their device.
- Reply with updated versions if needed.
Common document types include:
- Microsoft Word (.doc, .docx)
- Microsoft Excel (.xls, .xlsx)
- PDF files
- PowerPoint presentations
- Images
- Text documents
Email attachments are ideal for everyday business communication, provided the combined message size remains within your email service limits.
Steps to Sending Word, Excel or Other Documents via Email
Step 1: Create a New Email
1. Open your preferred email application, such as:
- Microsoft Outlook
- Apple Mail
- Gmail
- Thunderbird
- Your webmail interface
2. Create a new email by selecting:
- New Email
- Compose
- New Message
3. Complete the following fields:
- Recipient
- Subject
- Message
Step 2: Attach Your Document
1. Select the Attach (paperclip) icon.
2. Browse to the location of your file.
3. Select the document you want to attach.
4. Click Open or Attach.
TIP: Most email clients allow you to attach multiple documents to the same email.
IMPORTANT: Wait until the upload completes before sending the message.
Step 3: Review Attachment Size
Before sending, review the combined size of:
- Your email
- All attachments
IMPORTANT: For customers using 1-grid Email Hosting, emails sent through MailChannels can be up to 25 MB in total, including all attachments.
TIP: If your attachments exceed this limit, consider sharing them using a secure cloud storage service instead.
Step 4: Send Your Email
1. Review your:
- Recipient(s)
- Subject
- Message
- Attachments
2. Once you’re satisfied, click Send.
Your recipient will receive the email and can download or open the attached files.
Step 5: Share Large Files Securely
If your files are too large to send as email attachments, upload them to a trusted cloud storage or file-sharing service.
Instead of attaching the file, send the recipient a secure download link.
This approach:
- Avoids attachment size limits.
- Improves delivery reliability.
- Reduces mailbox storage usage.
- Makes sharing large files easier.
Many cloud storage platforms also allow you to:
- Set expiry dates.
- Restrict downloads.
- Protect files with passwords.
- Revoke access when no longer needed.
Step 6: Protect Sensitive Documents
If your documents contain confidential or personal information, consider protecting them before sending.
You can:
- Encrypt the document with a password.
- Password-protect PDF, Word or Excel files.
TIP: Adding password protection provides another layer of security if the email is intercepted or sent to the wrong recipient.
Important Things to Know
- Emails sent through MailChannels support a maximum message size of 25 MB, including all attachments.
- Large attachments may take longer to upload and download.
- Some recipients’ email providers may enforce smaller attachment limits.
- Multiple attachments contribute to the total message size.
- Sensitive documents should be password protected where appropriate.
- Sharing download links is often a better option for very large files.
Before You Move On
Before sending your email:
- Confirm the correct document is attached.
- Check the total attachment size.
- Verify the recipient’s email address.
- Consider password protection for sensitive files.
- Use cloud storage if your attachments are too large.
Common Mistakes to Avoid
- Forgetting to attach the document before clicking Send.
- Exceeding the maximum email attachment size.
- Sending confidential files without protection.
- Sending outdated versions of documents.
- Using email attachments when a secure download link would be more appropriate.
If This Didn’t Work
If you’re unable to send documents by email, gather the following before contacting Support:
- Your domain name.
- The sender email address.
- The approximate attachment size.
- The file type being attached.
- Any error message received.
- A screenshot of the error (if available).
This information helps us investigate the issue more efficiently.
Related Articles
- Maximum Email Size for Sending and Receiving
- Understanding MailChannels Email Restrictions with 1-grid
- How Many Email Recipients Can I Send to in One Email?
- What Is an Email Signature?
- How Does Email Delivery Work?
FAQs
What types of files can I attach to an email?
You can attach most common file types, including Word documents, Excel spreadsheets, PDFs, images, presentations and text files.
How large can my email attachments be?
Emails sent through MailChannels can be up to 25 MB in total, including all attachments.
Can I attach more than one document?
Yes. Most email clients allow multiple attachments, provided the combined message size does not exceed the maximum limit.
What should I do if my attachment is too large?
Upload the file to a trusted cloud storage or file-sharing service and send the recipient a secure download link instead.
Should I password-protect sensitive documents?
Yes. Password protection adds an extra layer of security when sending confidential or sensitive information.
Why won’t my attachment send?
Common causes include:
- The attachment exceeds the maximum size.
- Poor internet connectivity.
- Unsupported file types.
- Temporary email service issues.
Empowering Insight
Sending documents by email is simple, but taking a few moments to check attachment size, recipient details and document security can help ensure your files arrive safely and without delays.
Need Additional Support?
If you’ve reviewed this guide and are still unable to send document attachments, first explore more related Knowledge Base articles for additional troubleshooting guidance.
If you still need assistance, contact us with your domain name, attachment size, and any error messages so we can help investigate further.