Email a document from Microsoft Office

If you have Outlook installed as part of Microsoft Office, and set as your default email app, you can send your document as an email attachment. If you are using Excel, Publisher, or Word, you can also send your file as the body of an email message.

If Outlook is not your default email application you'll need to configure it as the default in order to use this feature. For more information see: Make Outlook the default program for email, contacts, and calendar

Send as an attachment

Excel, PowerPoint, and Word

  1. Click File > Share, and then choose one of the following options:

    Note: The options you see will vary depending on the Office program you’re using.

    • Upload to OneDrive    Uploads your file to your OneDrive account where you can then share through a direct link or an email message.

    • Attach a copy instead    Choose to attach a the file to an email, or attach a PDF of the file.

  2. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

OneNote, Visio, Publisher, and Project

  1. Click File > Share, and then choose one of the following options:

    Note: The options you see will vary depending on the Office program you’re using.

    • Share with People (OneNote and Visio)    Lets you enter name or email address for who you want to send to, set whether you want them to edit, require the user signs in before editing, and an optional message.

      This option requires that your file is uploaded to OneDrive.

    • Send a Link (Visio)    Allows everyone to work on the same copy of the file, see the latest changes, and keeps your email size small.

      To send a link, the file must be saved to a Web server or shared folder.

    • Send as Attachment    Opens an email message with a copy of the file in its original file format attached.

    • Send as PDF    Opens an email message with a copy of the file in .pdf format attached.

    • Send as XPS    Opens an email message with a copy of the file in .xps format attached.

  2. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

Send as the body of an email message

If you are using Excel, Publisher, or Word, you can send your file as the actual email message content — not as an attachment. To do this, first you need to add the Send to Mail Recipient command to the Quick Access Toolbar. See Customize the Quick Access Toolbar to learn how to add commands.

  1. Open the file you want to send.

  2. In the Quick Access Toolbar, click Send to Mail Recipient to open an email message. Your file will appear in the body of the message.

  3. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

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Send as an attachment

Excel, PowerPoint, Project, Publisher, Visio, and Word

  1. Click File > Share > Email, and then choose one of the following options:

    • Send as Attachment    Opens an email message with a copy of the file in its original file format attached.

    • Send as PDF    Opens an email message with a copy of the file in .pdf format attached.

    • Send as XPS    Opens an email message with a copy of the file in .xps format attached.

    • Send as Internet Fax    Opens a web page where you can choose from a list of providers that let you send a fax over the Internet.

      Note: The options you see will vary depending on the Office program you’re using.

  2. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

OneNote

  1. Click File > Send, and then choose one of the following options:

    • Send as Attachment    Opens an email message with both a copy of the file in its original file format and a copy of the file as a web page attached.

    • Send as PDF    Opens an email message with a copy of the file in .pdf format attached.

  2. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

Send as the body of an email message

If you are using Excel, Publisher, or Word, you can send your file as the actual email message content — not as an attachment. To do this, first you need to add the Send to Mail Recipient command to the Quick Access Toolbar. See Customize the Quick Access Toolbar to learn how to add commands.

  1. Open the file you want to send.

  2. In the Quick Access Toolbar, click Send to Mail Recipient to open an email message. Your file will appear in the body of the message.

  3. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

Support for Office 2010 ended on October 13, 2020

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Send as an attachment

The following instructions apply to Excel, PowerPoint, Project, Publisher, Visio, and Word.

  1. Click File.

  2. Click Save & Send.

  3. Select Send Using E-mail, and then choose one of the following options:

    • Send as Attachment    Opens an email message with a copy of the file in its original file format attached.

    • Send as PDF    Opens an email message with a copy of the file in .pdf format attached.

    • Send as XPS    Opens an email message with a copy of the file in .xps format attached.

      Note: The PDF and XPS options are not available in Project 2010.

  4. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

The following instructions apply to OneNote 2010:

  1. Click File.

  2. Click Send, and then choose one of the following options:

    • E-mail Page as Attachment    Opens an email message with both a copy of the file in its original file format and a copy of the file as a web page attached.

    • E-mail Page as PDF    Opens an e-mail message with a copy of the file in .pdf format attached.

  3. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

Send as the body of an email message

If you are using Excel, Publisher, or Word, you can send your file as the actual email message content — not as an attachment. To do this, first you need to add the Send to Mail Recipient command to the Quick Access Toolbar. See Customize the Quick Access Toolbar to learn how to add commands.

To send your file as the body of an email message, follow these steps:

  1. Open the file you want to send.

  2. In the Quick Access Toolbar, click Send to Mail Recipient Send to Mail Recipient QAT Icon to open an email message. Your file will appear in the body of the message.

  3. Enter the recipients’ aliases, edit the subject line and message body as necessary, and then click Send.

See also

Attach files or insert pictures in Outlook email messages

Reduce the size of pictures and attachments

View, open, or save attachments

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