How to Send an Email as an Attachment in Outlook

Introduction

Email has become an indispensable tool in the modern workplace, and Microsoft Outlook is one of the most widely used email clients in the world. Whether you’re a seasoned professional or new to the digital office space, knowing how to manage your emails effectively can greatly enhance your productivity. One such skill is sending an email as an attachment. This may sound counterintuitive at first—why send an email within another email? However, this technique can be incredibly useful in various scenarios, such as forwarding a conversation thread for review, or including a full email as part of a documentation process. In this article, we’ll explore the steps and nuances of sending an email as an attachment in Outlook, ensuring you have all the knowledge you need to use this feature effectively.

Understanding the Basics of Email Attachment in Outlook

Before diving into the step-by-step process, it’s important to understand what it means to send an email as an attachment. Unlike a standard forward, where the content of an email is copied into the body of a new message, attaching an email keeps the original message intact, headers and all. This preserves the authenticity of the original message and can be crucial for maintaining a chain of custody in legal or formal business contexts.

Why Send an Email as an Attachment?

Preserves the original format and metadata of the email.

Allows for forwarding multiple emails in a single message.
Helps maintain a clear record of email conversations.
Useful for submitting emails as part of a documentation process.

Step-by-Step Guide to Sending an Email as an Attachment

Now, let’s walk through the process of sending an email as an attachment in Outlook. The following steps will guide you through this task with ease.

Using the Traditional Method

Open Microsoft Outlook and navigate to the inbox or folder containing the email you wish to attach.
Select the email by clicking on it once. To select multiple emails, hold down the Ctrl key and click on each email you want to include.

Once selected, go to the ribbon at the top of the Outlook window and click on the Home tab.
In the Respond group, click on More and then choose Forward as Attachment.
A new email window will open with the selected email(s) attached as .msg files.

Add the recipient’s address, subject line, and any message you want to include in the body of the email.
Once you’re ready, click Send to dispatch your email with the attached messages.

Dragging and Dropping Emails

Open Outlook and locate the email(s) you want to attach.

Select the email(s) and drag them to the new message window’s body or the attachment area.
The email(s) will appear as attachments, and you can proceed to fill out the rest of your message before sending.

Using the Outlook Web App (OWA)

Navigate to the email you want to attach and open it.
Click on the three dots (More actions) in the top right corner of the email.
Select Forward as attachment from the dropdown menu.

Fill in the recipient’s details and any additional information before sending.

Advanced Tips and Tricks

While the above steps cover the basics, there are additional tips and tricks that can help you manage emails as attachments more effectively.

Customizing the Attached Email

Before sending the attached email, you can rename the .msg file to provide clarity to the recipient. Simply click on the attachment in the new email window, choose Rename, and enter the desired file name.

Compressing Multiple Emails

If you’re attaching several emails, it’s a good practice to compress them into a single ZIP file to reduce the overall message size. This can be done by selecting the emails, right-clicking, choosing Send to, and then Compressed (zipped) folder before attaching them to your Outlook message.

Setting Permissions for Attached Emails

When sending sensitive information, you may want to set permissions on the attached email. Outlook allows you to restrict the ability to forward, copy, or print the attached emails by using the Permission option under the Options tab in the new message window.

Case Studies and Real-World Examples

To illustrate the practical applications of sending an email as an attachment, let’s look at a couple of case studies.

Case Study 1: Legal Documentation

In legal proceedings, it’s often necessary to submit emails as evidence. Attorneys and paralegals use Outlook’s email attachment feature to forward client communications while preserving the original metadata, which is crucial for authenticity.

Case Study 2: Project Management

Project managers frequently need to forward email chains to stakeholders who may not have been included in the original conversation. By sending these emails as attachments, they ensure that the stakeholders receive all the context and information without any alterations.

FAQ Section

Can I attach an email to another email on the mobile version of Outlook?

Yes, you can attach an email to another email in the mobile version of Outlook by using the ‘Share’ or ‘Forward as Attachment’ option within the email you want to attach.

Is there a limit to the number of emails I can attach?

Outlook does not impose a specific limit on the number of emails you can attach, but you should be mindful of the overall size limit for attachments, which is typically 20-25 MB for most email servers.

Can I attach emails from different folders in Outlook?

Yes, you can attach emails from different folders by selecting them individually while holding down the Ctrl key, then following the steps to forward them as attachments.

Conclusion

Sending an email as an attachment in Outlook is a powerful feature that can help you maintain the integrity of your communications and streamline your workflow. Whether you’re dealing with legal documentation, project management, or simply organizing your inbox, understanding how to use this function can save you time and ensure your messages are delivered as intended. With the steps and tips provided in this article, you’re now equipped to handle this task with confidence.

References

Microsoft Support: Forward email as an attachment in Outlook
Outlook Training: Outlook Training
Email Size Limits: Understanding Outlook’s Email Size Limits