How to Attach a SharePoint Online File to Outlook Without Downloading
Question details
The user needs to attach a file from SharePoint Online directly into an Outlook email without having to manually download the file locally first.
- Product
- Microsoft Outlook and SharePoint Online
- Device & OS
- not provided
- Scenario
- Composing an email in Outlook and needing to attach a SharePoint file that is not listed in the Recent Files menu or file picker.
- Observed behavior
- Outlook and SharePoint do not currently support dragging and dropping every SharePoint Online file into an email as a physical attachment without syncing or downloading it first.
Verify that you have the correct access permissions to share the target file from the SharePoint document library, and ensure you are signed into the correct Microsoft account.
Use a Cloud Attachment (SharePoint Link)
Instead of sending a physical file, insert a direct link to the SharePoint file. This bypasses the need to download the file and ensures recipients view the most updated version.
Microsoft currently prevents direct drag-and-drop of SharePoint files into Outlook without downloading. Using a sharing link is the official workaround.
Navigate to your SharePoint Online document library using a web browser.
Hover over the file you wish to attach, click the 'Share' icon (or the three dots for more options), and select 'Copy link'.
Open Outlook, start a 'New Email', and paste the copied link directly into the body of your email.
Sync the SharePoint Library to Your PC
Syncing the SharePoint library to your local File Explorer allows you to browse and attach files natively in Outlook as if they were local, without manually downloading them one by one.
Experience a Seamless and Free Alternative to Microsoft Office
If you are frustrated by complicated integrations, file picker limitations, and sharing restrictions in Microsoft Office, consider switching to WPS Office. It provides a lightweight, highly compatible, and free document suite for effortless file creation and sharing.
Frequently Asked Questions
Why aren't all my SharePoint sites showing in the Outlook file picker?
Outlook's file picker generally only displays sites you currently 'Follow' or visit frequently. If a SharePoint site is newly created or rarely accessed by you, it will not populate automatically in the Web Locations list.
Can I drag and drop a file from SharePoint online directly to an Outlook email?
No, it is not currently possible to drag a file directly from the SharePoint web interface into an Outlook email message. You must use a sharing link, sync the library to your desktop, or download the physical file first.
How do I ensure external users can open the SharePoint cloud attachment link?
When creating the shareable link in SharePoint online, click on the link settings and select 'Anyone with the link' (if permitted by your organization's IT policies) or specify the exact email addresses of your external recipients before pasting the link into your email.
