How To Attach An Email As An Attachment In Outlook
Attaching an email as an attachment within Microsoft Outlook preserves the original message headers, formatting, and embedded files intact for seamless forwarding or archiving. This method bundles the target message into a standard .eml or .msg format file, ensuring the recipient can view the exact communication state without manual text copying.
Pre-Procedure Planning
Executing a clean email attachment workflow requires understanding your specific Outlook version interface, file size limitations, and proper message selection protocols. Utilizing the built-in forwarding mechanism instead of standard copy-pasting maintains the forensic integrity of conversation threads.
- Essential Software & Tools: Microsoft Outlook for Windows (Classic or New), Outlook on the Web, or Outlook for Mac.
- Mandatory Standards: Microsoft Exchange attachment size limits default to 25 or 33 megabytes depending on the server configuration, requiring alternative cloud-link methods for oversized message bundles.
- Estimated Duration Benchmarks: Less than 30 seconds per operation.
Step-by-Step Outlook Email Attachment Workflow
Step 1: Open the Main Outlook Interface
Launch your Microsoft Outlook application and navigate to the mail folder containing the specific message you want to forward. Ensure you are looking at the message list rather than a composing window.
Step 2: Select the Target Message
Click once on the email message you wish to attach to highlight it. You can select multiple individual messages by holding down the Control (Ctrl) key on Windows or the Command key on Mac while clicking additional emails.
Step 3: Initiate the Forward as Attachment Command
Depending on your Outlook interface version, execute one of the following methods to bundle the message:
- Classic Outlook Desktop App: On the Home ribbon tab in the Respond group, click the More button and select Forward as Attachment. Alternatively, use the keyboard shortcut Ctrl + Alt + F.
- New Outlook or Outlook on the Web: Right-click the selected message in your list, hover over Forward, and select Forward as attachment. You can also drag and drop the selected email directly into an open compose window.
- Outlook for Mac: Navigate to the top menu bar, click Message, and select Forward as Attachment.
Pro-Tip: If you frequently use this feature in Classic Outlook, customize your Quick Access Toolbar by adding the "Forward as Attachment" command to execute this action with a single click.
Step 4: Address and Send the Container Message
A new compose window will open automatically containing your selected email packaged as an attachment (typically ending in a .msg or .eml file extension). Enter your recipient addresses in the To, Cc, or Bcc fields, add context in the body of the message, and click Send.
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Comparison of Outlook Email Attachment Methods
| Method | Best Use Case | File Format Generated | Platform Availability |
|---|---|---|---|
| Forward as Attachment | Preserving original metadata, headers, and attachments securely | .msg or .eml | All versions (Desktop, Web, Mac) |
| Drag and Drop | Quick visual bundling into an already open compose window | .msg or .eml | Classic Desktop & Web |
| Traditional Forward | Editing original text or stripping previous recipient lists | Inline Text | All versions |
Common Outlook Attachment Failures and Field Fixes
- Root Cause: The "Forward as Attachment" button is grayed out or missing from the ribbon.
- Actionable Fix: Ensure you have actually selected an email message in the list view rather than having a message open in its own dedicated reading window. Some reading pane layouts restrict ribbon actions until the message list has primary focus.
- Root Cause: Exceeding the maximum message size limit when attaching an email chain containing heavy documents.
- Actionable Fix: Upload the large attachments to OneDrive or SharePoint and replace them with shared links, or compress the target .msg files into a standard .zip archive before attaching.
- Root Cause: The recipient cannot open the attached .msg file because they use a non-Microsoft email client.
- Actionable Fix: Convert the email to a standard PDF document by printing the target email to PDF before attaching it, ensuring universal platform compatibility.
Frequently Asked Questions
Can I attach multiple emails at once in Outlook?
Yes. Hold down the Ctrl key while selecting multiple messages in your inbox, then use the forward as attachment shortcut or drag them simultaneously into a new compose window. Outlook will bundle all selected messages into the single outgoing email.
What is the difference between forwarding an email and attaching it?
Forwarding embeds the original message inline within the body of your reply, which allows you to edit the text and strip headers. Attaching an email packages the entire original message file as a self-contained object, preserving all underlying metadata, security tags, and attachments untouched.
Does attaching an email preserve read receipts and digital signatures?
Attaching an email as a .msg file preserves the internal data structure, but digital signatures may show as invalid if the receiving environment does not trust the original signing certificate authority. Metadata such as timestamps and internal routing headers remain fully intact.
Why does Outlook convert my attached email into a winmail.dat file?
This occurs when you send an email using Rich Text Format (RTF) to recipients using non-Microsoft mail clients. Change your default composing format in Outlook options from Rich Text to HTML or Plain Text to prevent winmail.dat encapsulation.
Master Your Outlook Workflow Today
Streamlining your email management practices ensures critical data remains uncorrupted and easily accessible across team collaborations. Implement these attachment techniques today to elevate your digital organization and professional communication standards.
