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 attachments without altering the sender metadata. By utilizing the built-in forward as an attachment feature or dragging and dropping messages between windows, users can seamlessly bundle multiple communications into a single outgoing email thread.

Pre-Operation & Technical Prerequisites Checklist

Before executing message bundling and forwarding workflows in Microsoft Outlook, confirming client compatibility and application configuration is essential for operational success. Whether utilizing Outlook for Windows, Outlook on the Web, or the new Outlook for Mac client, minor interface variations exist that dictate the optimal execution path.

• Essential Tools & Software: Access to Microsoft Outlook (Classic desktop application, New Outlook for Windows, Outlook on the Web, or Outlook for Mac), an active email profile with at least one configured Exchange, IMAP, or POP3 account.
• Prerequisite Knowledge & Standards: Understanding of RFC 5322 internet message formats, MIME (Multipurpose Internet Mail Extensions) encapsulation standards, and basic email archiving workflows.
• Time & Scope Benchmarks: Execution takes between 10 to 30 seconds per message transfer; batch operations of up to 50 individual items require approximately 2 minutes including verification.

Step-by-Step Workflow for Attaching Emails in Outlook

Step 1: Launch and Navigate the Source Inbox

Open your Microsoft Outlook application and navigate to the mail folder containing the specific message you wish to forward or share. Ensure the reading pane is visible if you prefer visual confirmation, though multi-item selection relies heavily on the main message list view. Locate the target email item by clicking on it once to highlight it without opening it in a separate window.

Pro-Tip: To attach multiple distinct email messages to a single outgoing draft simultaneously, hold down the Ctrl key while clicking individual messages, or use Shift and the down-arrow key to select a contiguous block of messages.

Step 2: Invoke the Forward as Attachment Command

Depending on your specific Outlook interface version, select the message and trigger the attachment protocol using one of the native application shortcuts:

• Keyboard Shortcut (Classic Desktop): Press Ctrl + Alt + F simultaneously on your keyboard to instantly convert the selected message into an attachment within a fresh draft.
• Ribbon Menu Navigation: Navigate to the Home tab on the top ribbon menu, locate the Respond group, click the More dropdown arrow, and select Forward as Attachment.
• Menu Dropdown (Mac): Go to the top menu bar, select Message, and choose Forward as Attachment.

Warning: Do not confuse the standard Forward button (Ctrl + F) with Forward as Attachment. Standard forwarding embeds the original message inline within the body text as editable text, breaking structural message integrity and hiding advanced header metadata.

Step 3: Utilize Drag and Drop Method Across Open Windows

Alternatively, you can embed messages directly into an active compose window using your mouse cursor:

1. Open a new, blank email draft window by clicking New Email or pressing Ctrl + N.
2. Arrange your Outlook main window and the new draft window side-by-side on your desktop display.
3. Click and hold the target email message inside your message list, then drag your cursor directly into the body area of the new draft window.
4. Release the mouse button. The message will render as a standard .eml or .msg file attachment icon within the recipient or subject boundary box.

Step 4: Verify MIME Encapsulation and Dispatch

Review the newly generated draft window to ensure the file attachment is fully rendered. The attached message will typically display with an envelope icon and a file extension corresponding to your client settings (.msg for desktop clients or .eml for web-based applications). Add your desired recipients into the To, Cc, or Bcc fields, compose any necessary contextual body text, and click the Send button to transmit the bundled communication.

Comparative Overview of Outlook Email Attachment Methods

Common Outlook Attachment Failures and Field Fixes

• Issue: The attached email opens as unreadable code or generic winmail.dat data.
  
  
  • Root Cause: The receiving mail server uses strict transport encapsulations that strip or misinterpret proprietary Outlook Rich Text Format (RTF) transmission structures.
  • Actionable Fix: Prior to sending, change your message format from Outlook Rich Text to HTML or Plain Text. Go to File > Options > Mail, scroll down to the "Message format" section, and ensure "When sending messages in Rich Text format to Internet recipients" is set to "Convert to HTML format".
• Issue: Dragging and dropping an email into a draft creates a blank attachment or fails silently.
  
  
  • Root Cause: Software conflict or temporary cache corruption within the active Outlook session pane.
  • Actionable Fix: Restart the Outlook application. If using the web client, clear your browser cache and cookies, or switch to an alternative supported browser engine like Microsoft Edge or Google Chrome.
• Issue: The Forward as Attachment option is greyed out.
  
  
  • Root Cause: You are attempting to forward an item from an archived or restricted Rights Management Services (RMS) protected folder, or you have multiple conflicting item types (such as calendar appointments and emails) selected simultaneously.
  • Actionable Fix: Ensure only standard email message items are selected, and verify that the source folder permissions permit item redistribution.

Frequently Asked Questions

Can I attach multiple emails into a single outgoing message at once?

Yes. You can select multiple emails in your folder list by holding down the Ctrl key while clicking each message, then use the Forward as Attachment command or drag the entire group directly into an open compose window. All selected messages will appear as individual file attachments in the new draft.

What is the difference between forwarding an email and attaching it?

Standard forwarding places the content of the original message directly into the body of a new email as editable text, which obscures original headers and routing data. Attaching an email packages the original message as an untouched file container (.msg or .eml), preserving digital signatures, full headers, and internal file attachments perfectly.

Will the recipient be able to reply directly to the attached email?

No. When a recipient opens an email attachment sent via Outlook, it opens as a static reference copy in a separate window. To reply, the recipient must reply to the outer, container email message rather than the internal attached file.

Does attaching an email preserve its original file attachments?

Yes. Any documents, images, or files originally attached to the source email are encapsulated within the .msg or .eml file container, ensuring the recipient has access to the complete historical context of the communication.

Master Your Email Workflow Efficiency Today

Streamlining your daily communication processes ensures accurate information transfer and robust record-keeping across enterprise environments. Implement these attachment techniques today to elevate your Outlook productivity and maintain pristine message metadata standards.