Attachment Issues

How to Fix Unexpected PNG Attachments in Word Mail Merge on iPhone

Huda Qurayshi Oct 9, 2026 870 views

Question details

Users experience unexpected PNG attachments being added to emails received on an iPhone following a Word-to-Outlook mail merge.

Fix Unexpected PNG Attachments in Word Mail Merge on iPhone

Product: Microsoft Word
Device & OS: iPhone (iOS)
Scenario: Performing a mail merge from Word to Outlook containing an image-based signature, footer, stationery, or linked graphic.
Observed behavior: The email recipient sees unexpected PNG files containing text or graphics as attachments on their iPhone, whereas the sender does not see these attachments in their Outlook Sent folder.

Before you start

Before troubleshooting, ensure you have saved a backup of your original mail merge document. Temporarily disable any automatic email signatures in your email client to accurately isolate the source of the attachments.

Solution 1Recommended

Remove Image-Based Elements and Test

Determine if an embedded signature, footer, or graphic is causing the attachment issue by removing them and running a test merge.

Embedded OLE objects, stationery backgrounds, and image-based signatures in a Word document are frequently extracted by mobile clients and displayed as separate attachments.

Open the Mail Merge Document

Launch Microsoft Word and open the document you are using for your mail merge.

Remove Graphics

Delete any image-based signatures, JPG graphics, footers, or stationery backgrounds from the document layout.

Run a Test Merge

Execute the mail merge and send a test email to your own email address.

Verify on iPhone

Open the Mail app on your iPhone to check if the unexpected PNG attachments are still present.

Identifying the Culprit: If the attachments disappear after the test, the embedded image or signature was the cause. You may need to use text-only signatures or web-hosted images moving forward.

Solution 2

Verify Email Client Rendering

Check if the issue is isolated to the iOS Mail app or if the attachments appear across all email clients.

Free Microsoft Office alternative

Switch to WPS Office for a Seamless Experience

If Microsoft Word and Outlook formatting issues persist on mobile devices, consider trying WPS Office. It provides a lightweight, highly compatible alternative for document processing without the heavy legacy rendering quirks.

1. Download WPS Office: Visit the official WPS website and download the free installer for your operating system.
2. Install and Launch: Follow the on-screen instructions to install the software, then launch WPS Writer.
3. Open Your Documents: Open your existing .docx files directly in WPS Writer to enjoy seamless compatibility and reliable formatting.

Fully compatible with Microsoft Word (.docx) and Excel formats.Free, lightweight, and fast office suite for PC, Mac, and mobile.Clean, familiar user interface for a seamless migration.Consistent document formatting across different devices without unexpected attachment extraction.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my iPhone show embedded images as PNG attachments?

The iOS Mail app frequently extracts embedded elements, such as HTML signatures, logos, or small graphics, and lists them as separate PNG attachments instead of displaying them inline.

Why are the PNG attachments missing from my Sent folder?

Your Outlook Sent folder displays the email exactly as it was composed. The conversion of inline images to separate PNG attachments typically happens during transit or when the receiving client renders the message.

How can I include a signature without causing PNG attachments?

To prevent images from turning into attachments, host your signature image on a web server and insert it as a linked image in your HTML signature, rather than embedding the image file directly into the document.

Can document footers and stationery cause email attachment issues?

Yes. Any graphical element integrated into the Word document layout, such as a background image (stationery) or a footer logo, can be extracted as an attachment during the mail merge process when viewed on mobile.

Outlook & Email Problems