Attachment Issues

How to Fix Cannot Send Excel File Through Outlook

Kushani Nimanthika Sep 27, 2026 869 views

Question details

The user is unable to attach or send an Excel file using Microsoft Outlook and needs to identify and resolve the cause of the blockage.

How to Fix Cannot Send Excel File Through Outlook

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Attempting to send an Excel workbook as an email attachment in Outlook.
Observed behavior: Outlook blocks the Excel attachment, fails to send the email, or displays an error message regarding file size limits, restricted file types, or organizational policies.

Before you start

Check the exact error message provided by Outlook and verify the file size of your Excel workbook, as most email servers have a strict 20 MB or 25 MB attachment limit.

Solution 1Recommended

Compress the Excel File or Send as a Cloud Link

The most common reason for failed attachments is exceeding the email server's size limit. Reducing the file size or sharing a cloud link bypasses this restriction entirely.

By default, Outlook limits email attachments to 20 MB. If your Excel workbook contains heavy graphics, pivot tables, or extensive datasets, it will likely exceed this limit. You can bypass this by zipping the file or using cloud storage.

Zip the Excel File

Locate your Excel file on your computer, right-click it, select 'Send to', and click 'Compressed (zipped) folder' to create a smaller version of the file.

Upload to a Cloud Service

If the zipped file is still too large, upload the original Excel file to a cloud storage service like OneDrive, Google Drive, or Dropbox.

Share the Link in Outlook

Right-click the uploaded file in your cloud drive, select 'Share', copy the sharing link, and paste this link directly into the body of your Outlook email instead of attaching the file.

Compress the Excel File or Send as a Cloud Link

Best Practice: Sending cloud links not only bypasses size limits but also ensures the recipient always accesses the most up-to-date version of the spreadsheet.

Solution 2

Change the Excel File Type to Remove Macros

Outlook or specific organizational policies may block certain file types, such as Macro-enabled Excel files (.xlsm), to prevent the spread of malware.

Free Microsoft Office alternative

Try WPS Office for Seamless Spreadsheet Management

If you frequently encounter limitations with Microsoft Office tools and email limits, consider switching to WPS Office. It is a free, lightweight alternative that offers robust spreadsheet capabilities and built-in cloud sharing features to bypass traditional email attachment restrictions.

1. Download and Install WPS Office: Visit the official WPS Office website to download the free installer and follow the on-screen prompts to set it up on your device.
2. Open Your Excel File: Launch WPS Spreadsheet and click 'Open' to load your existing .xlsx or .xls file without any formatting loss.
3. Share via Link: Click the 'Share' button in the top right corner to instantly generate a secure link that you can paste into any email client.

Easily share large spreadsheets via built-in cloud links to avoid Outlook attachment limits.Fully compatible with Microsoft Excel formats (.xlsx, .xls, .csv).Free to use, highly lightweight, and operates with a familiar, easy-to-use interface.

microsoft office alternative - wps office

Frequently Asked Questions

What is the maximum attachment size limit for Outlook?

By default, Microsoft Outlook imposes a 20 MB size limit for all combined attachments in a single email message. If your Excel file or total attachments exceed this size, Outlook will block the email from sending.

Why does Outlook block my Excel file with macros?

Macro-enabled workbooks (.xlsm or .xlsb) can contain potentially harmful scripts or viruses. For security reasons, many email servers and organizational policies automatically block these file types to protect users. Zipping the file or changing it to .xlsx often resolves this.

How can I send an Excel file if it is too large for Outlook?

You can reduce the file size by right-clicking it and compressing it into a ZIP folder. Alternatively, you can upload the large Excel file to a cloud service (like OneDrive, Google Drive, or WPS Cloud) and share the link in the body of your email.

Outlook & Email Problems