Attachment Issues

Where Traditional Email Attachments and Microsoft 365 File Links Are Stored

Rana Garcia Sep 27, 2026 868 views

Question details

The user wants to understand the differences in storage methods and locations when using traditional email file attachments compared to Microsoft 365 cloud file links.

Where Are Traditional Email Attachments and Microsoft 365 File Links Stored?

Product: Microsoft 365
Device & OS: not provided
Scenario: Comparing traditional file attachment methods with modern cloud-based file sharing in Microsoft 365 to understand where files actually live.
Observed behavior: Traditional attachments are stored directly on the mail server as independent copies, while Microsoft 365 links reference a single file stored in a cloud service like OneDrive or SharePoint.

Before you start

Verify whether you are sending a standard file attachment or sharing a cloud-based link, as this fundamentally changes how much storage space is consumed and how you manage recipient access permissions.

Solution 1

Understanding Traditional Email Attachment Storage

Explains how standard files are embedded and stored directly within email messages and mail servers.

When you attach a file to an email traditionally, the file becomes a physical part of the email message itself. This means an independent copy is created, encoded, and sent to the recipient's inbox.

File embedding

The document is encoded and embedded directly into the email's data structure.

Mail server storage

Once sent, the attachment takes up storage space on your email provider's mail server, the recipient's mail server, and any local device where the email is downloaded.

Service limits

Because the file is physically attached to the message, it is strictly subject to the attachment size limits of traditional email servers, which typically restrict files to 20MB or 25MB.

Solution 2Recommended

Understanding Microsoft 365 File Link Storage

Explains how modern Microsoft 365 messaging utilizes cloud storage rather than attaching physical copies to emails.

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Frequently Asked Questions

Can I send large files using traditional email attachments?

Generally, traditional email servers restrict attachment sizes to around 20-25 MB. If your file exceeds this limit, you will need to upload it to a cloud service and share it as a link rather than a traditional attachment.

What happens if I delete the original file that I shared as a Microsoft 365 link?

Because a Microsoft 365 file link points directly to the specific file stored in OneDrive or SharePoint, deleting the original file will break the link. Recipients will no longer be able to view or download the document from the email.

How do I change permissions on a file I already sent as a link?

You can manage access by navigating to the file in your OneDrive or SharePoint, clicking the 'Share' or 'Manage Access' option, and modifying or revoking the permissions granted to specific users. The email itself does not need to be resent.

Outlook & Email Problems