Adding attachment

Question

when adding an attachment to an email, it only adds a link. I want the actual document attached.

Answer 1

Hi @Ginny Meihaus, 

Thank you for your inquiry regarding email attachments always being displayed as a link. Based on your description, when adding an attachment, the system currently defaults to providing a link to the document rather than attaching the physical file itself. 

This behavior is part of a feature called Cloud Attachments or Modern Attachments. When you select a file stored in OneDrive for Business or SharePoint, Outlook defaults to sending a link to ensure everyone is working on the most recent version of the document and to save storage space. 

To send the actual physical file instead of a link, use the methods below based on which version of Outlook you are using. 

Method 1: You are using Outlook Classic for Windows.

A) To resolve this for an individual email: 

1. Locate the attachment icon within your message draft. 
2. Click the drop-down arrow on the right side of the icon. 
3. Select the option Attach as a copy. 

B) To modify this preference permanently for all future correspondence: 

1. Navigate to the File menu and select Options. 
2. Select the General tab. 
3. Scroll down to the Attachment options section. 
4. Update the preference to Always attach them as copies.

Method 2: You are using Outlook on the Web.

• Kindly click the Attach button and select Browse cloud locations.  
• After selecting the desired file, click Next and choose the Attach as a copy option from the resulting prompt.  
• To update global settings, click the Settings icon, navigate to Mail, and select Attachments. You may then set your sharing preferences to always attach as a copy.
• 

Method 3: You are using Outlook for Mac (macOS).

It is recommended to attach files directly from the local device to ensure a physical copy is sent.  

• Within a new message, select Attach File and choose Browse this Mac to locate your document.  
• If the file is stored in OneDrive, ensure the OneDrive application is synced to your device; this allows you to select the file from the local OneDrive folder in Finder like a standard document. 

Alternative Method: Drag and Drop  

Alternatively, downloading the document from OneDrive to your local workstation storage first is effective. Dragging and dropping a file directly from a local directory into the email body ensures the document is attached as a physical copy rather than a cloud link. 

Please let us know if you require further technical assistance regarding this configuration. Should you have any further questions, please feel free to reach out.

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Answer 2

Outlook is now defaulting to inserting cloud links (OneDrive/SharePoint) instead of attaching full copies of files. To attach the actual document, choose the option to send a copy rather than a link.

In new Outlook:

1. In a new, reply, or forwarded message, select Message tab > Attach File.
2. Pick the file from OneDrive, Suggested files, or Browse This Computer.
3. If a OneDrive/SharePoint file is chosen, Outlook offers Send a link or Send a copy. Select Send a copy so the full file is attached to the email.

In classic Outlook:

1. In the message draft, go to the Message tab and select Attach File from the Include group.
2. Choose Browse This PC and select the file from the local computer. This always attaches a full copy.
3. If selecting from Browse Web Locations (OneDrive/SharePoint), use the option to send a copy instead of a link when prompted.

When a file is already attached as a cloud link in new Outlook:

1. Select the attachment’s drop-down arrow.
2. Choose Attach as copy (or similar wording) to convert the cloud link into a traditional file attachment.

The behavior where OneDrive/SharePoint items become inline links is a feature change; using Send a copy / Attach as copy or attaching from This PC forces a real attachment.

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References:

• Inserting a link as an attachment has changed in Outlook Desktop
• Add pictures or attach files to emails in Outlook
• Send and receive attachments