Attachment Issues

How to Fix Question-Mark PNG Attachments in Word Mail Merge Emails

Huma Ashraf Ch Oct 8, 2026 869 views

Question details

Users need to resolve an issue where an unwanted question-mark PNG file is automatically attached to emails generated through a mail merge.

Fixing Question-Mark PNG Attachments in Word Mail Merge Emails

Product: Microsoft Word / Microsoft Outlook
Device & OS: Mac
Scenario: Sending bulk emails using the mail merge feature in Word and delivering them via Outlook.
Observed behavior: A phantom question-mark PNG attachment appears in every mail-merged message, visible in both the Outbox and the Sent Items folder.

Before you start

Send a single test email to yourself and check your Sent Items folder; if the question-mark appears there, the issue originates from Word or Outlook before delivery.

Solution 1Recommended

Inspect Document and Recreate Outlook Signature

The most common cause is a broken image link, invisible placeholder, or a corrupted HTML element within your document or email signature.

Because the PNG attachment appears in your Sent folder, the email system is encoding a missing or corrupted visual element into a placeholder image before it even reaches the recipient's server.

Check the Word Document

Open your original mail merge document in Word. Look for any broken images, empty text boxes, or invisible placeholders. Delete and re-insert any necessary graphics.

Remove Outlook Signature

Open Outlook and go to Settings or Preferences > Signatures. Temporarily remove your default signature for outbound emails.

Recreate the Signature

If the signature contained an image (like a company logo), recreate it from scratch rather than copying and pasting from an older email, ensuring the image is embedded properly.

Run a Test Merge

Perform a small test mail merge to verify if the question-mark PNG attachment has been eliminated.

Inspect Document and Recreate Outlook Signature

Add-ins Verification: If the issue persists, try disabling third-party Outlook add-ins, as they can sometimes interfere with HTML message encoding.

Solution 2

Perform the Mail Merge in Plain Text

Sending the mail merge as plain text strips out all HTML elements, which helps verify if rich-text formatting is generating the phantom attachment.

Seamless Mail Merge Tool

Use WPS Writer for Flawless Mail Merges

WPS Office offers a robust and highly compatible Mail Merge feature that seamlessly integrates with your data sources, ensuring your emails are sent cleanly without unexpected broken image attachments or formatting glitches.

1. Open WPS Writer: Launch WPS Writer and open your main document template.
2. Import Data Source: Navigate to the 'References' or 'Mailings' tab, click on 'Mail Merge', and select 'Open Data Source' to import your contact list.
3. Insert Merge Fields: Place your cursor where you want personalization, and use 'Insert Merge Field' to add recipient details.
4. Merge to Email: Click 'Merge to Email', enter your subject line, and send your clean, attachment-free emails effortlessly.

Fully compatible with Microsoft Word documents (.docx)Intuitive Mail Merge wizard for bulk emailsNo hidden formatting glitches or phantom attachmentsFree and lightweight Office suite for everyday tasks

microsoft office alternative - wps office

Frequently Asked Questions

Why does a question-mark PNG appear in my sent emails?

It is usually caused by a broken image link, an unsupported HTML element in your document, or a corrupted image within your Outlook email signature that fails to render correctly.

How can I tell if the recipient's mail server is causing the issue?

If the question-mark attachment is visible in your Outbox or Sent Items folder before delivery, the issue is on your end (Word/Outlook). If it only appears on the recipient's end, their email client or server may be altering the content.

Will using a plain text format remove my email formatting?

Yes, sending emails in plain text will remove all fonts, colors, and images. However, it is an effective diagnostic step to confirm if a specific HTML element was causing the phantom attachment.

Outlook & Email Problems