Office Settings & Configuration

How to Make Send as a Copy the Default in Microsoft Word

Maira Mehtab Oct 10, 2026 871 views

Question details

Users want to configure Microsoft Word so that documents are automatically sent as standard Outlook email attachments rather than as collaborative cloud links or PDF files.

How to Make 'Send as a Copy' the Default in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Sharing a document via email directly from within the Microsoft Word application.
Observed behavior: Word defaults to sharing links (especially for files stored on OneDrive or SharePoint) and currently lacks a global setting to enforce 'Send as a copy' for all files.

Before you start

Ensure that your default email client (such as Microsoft Outlook) is properly set up and configured on your computer to handle document attachments sent directly from Office applications.

Solution 1Recommended

Add the Send Command to the Quick Access Toolbar

Since Word does not provide a universal setting to make 'Send as a copy' the default, adding the Send command to your Quick Access Toolbar (QAT) serves as the best workaround for one-click email attachments.

This method creates a dedicated button at the top of your Word interface, allowing you to bypass the standard Share menu and instantly attach your current document to a new email draft.

Open Word Options

Launch Microsoft Word and navigate to 'File' in the top-left corner, then click on 'Options' at the bottom of the menu.

Access Quick Access Toolbar Settings

In the Word Options dialog box, select 'Quick Access Toolbar' from the left-hand navigation pane.

Select All Commands

Under the 'Choose commands from' dropdown menu, change the selection from 'Popular Commands' to 'All Commands'.

Add the Send Command

Scroll down the alphabetical list until you find 'Send to Mail Recipient' (or simply 'Send'). Click on it, click the 'Add' button in the middle column, and then hit 'OK' to save your changes.

Quick Access Enabled: You will now see a small email icon at the very top of your Word window. Clicking this icon will automatically attach your document as a copy in a new email.

Solution 2

Manually Select 'Send a Copy' for Cloud and Local Files

If you prefer not to modify your toolbar settings, you must manually bypass the link-sharing default each time you share a document through the File menu.

Share Documents Easily

Send Documents as Email Attachments Directly in WPS Office

WPS Office provides a streamlined way to handle document sharing. You can easily send your documents as email attachments without having to navigate through complex menus or bypass mandatory cloud-link defaults.

1. Open your document: Launch WPS Office Writer and open the file you wish to send as an email attachment.
2. Click on the Menu: Navigate to the top-left corner and click on the 'Menu' button to reveal the file options dropdown.
3. Share via Email: Hover over 'Share' and select 'Email'. Your default email client will immediately open with the document attached as a physical copy.

Free and lightweight office suiteFully compatible with Microsoft Word (.docx) formatsOne-click email attachment functionality without forced link sharingFamiliar and intuitive user interface

microsoft office alternative - wps office

Frequently Asked Questions

Why does Word default to sending a link instead of a file attachment?

When your document is saved in OneDrive or SharePoint, Microsoft Office automatically defaults to sending a sharing link. This feature is designed to save email storage space, prevent duplicate files, and ensure all recipients are collaborating on the most current version of the document.

Can I set Word to always attach documents as a PDF instead?

There is currently no universal setting to force PDF attachments by default. However, you can manually choose 'Send as PDF' in the Share menu, or you can add the 'Email as PDF Attachment' command to your Quick Access Toolbar for faster access.

Where can I request Microsoft to add a global 'Send as Copy' setting?

You can submit feature requests directly to Microsoft's development team by opening Word and navigating to 'Help' > 'Feedback'. Choosing 'I have a suggestion' allows you to voice the need for a default attachment toggle.

Will adding the Send command to the toolbar work for all future documents?

Yes, once you add the 'Send to Mail Recipient' command to your Quick Access Toolbar, the icon remains pinned to your Word interface and is available for every document you open in the future.

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