How to Email a Word Document: 11 Ways to Attach, Send, and Share

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A step-by-step guide to mail & share any Microsoft Word doc
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No matter your platform, there’s no shortage of ways to send a Microsoft Word document to anyone on the internet. If you want to collaborate on the document online, you can share it from Word using OneDrive. You can also email the Word document by attaching it to an email in Gmail, Outlook, or even without leaving Microsoft Word. You can also share the document from cloud services like Google Drive and Dropbox, send it as an attachment from within Word for Windows and Mac, attach it to a Facebook chat, and more. Keep reading to learn all the best ways to send a Word document.

Easy Ways to Email a Word Document

  • To attach a Word document to an email in Gmail or Yahoo Mail, click the paperclip icon in the message, then select the document.
  • To email a document from Word, click Share , select Share… , choose a sharing option (OneDrive or attach a copy), and follow the prompts.
  • To attach a Word document to an email on an iPhone or iPad, compose a message, tap and hold the message body, tap the paperclip, and follow the prompts.
Method 1
Method 1 of 11:

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  1. 1
    Click the Share menu in Word. You will see this button menu at the top-right corner of your document in Word. Use this method if you want to share your Word document with someone by sending a link to the document via email, which allows them to view it online.
    • You can also click the File menu and select Share . [1]
    • These steps will also work using Word on the Web.
  2. 2
    Click Share… on the menu. You can skip this step if you are using Microsoft Word in your web browser. This will open a window with options for sharing your Word document with others. [2]
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  3. 3
    Select OneDrive if prompted. If you have not saved the document to OneDrive, you will be asked if you want to upload it or send a copy of the document instead. If you want to collaborate on the document using OneDrive , select OneDrive .
    • If you just want to email the Word document to someone as an attachment, jump to this method instead.
  4. 4
    Enter the email address of the person you want to share with. If you want to send the Word document to multiple people, separate their email addresses with commas.
    • You can also type a message to the recipient into the "Message…" area if you'd like to give them some info about the document.
  5. 5
    Choose which permissions to give. Since this document will be saved in the cloud, you can either only allow the recipient to view the document, or give them rights to edit it as well. To choose an option, click the pencil icon and select your preferences.
    • As long as Anyone with the link can edit is selected at the top, the recipient(s) will not need to have a Microsoft account to view the document.
  6. 6
    Save or share a link to the document (optional). If you just want to send someone a link to the document in a messaging app or separate email message, you can generate a sharing link by clicking the Copy button, then pasting the link wherever you'd like.
  7. 7
    Click Send to send your Word document. This sends an email message to the recipients to let them know you've shared a document. They will be prompted to log in to read the document and make changes (if you permit them to do so).
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Method 2
Method 2 of 11:

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  1. 1
    Click the Share button above your document. You will see this button menu in the upper-right corner of Word when your document is open. [3]
    • This method will show you how to share your Word document with someone by emailing, AirDropping, or even texting it from your Mac.
  2. 2
    Click Save if prompted. If your document is not already saved, you will be prompted to do so now.
  3. 3
    Click Send a Copy and choose a format. If you want to ensure the recipient can edit the document, select Word Document . If you just want them to read and not have other access to the document, you can send it as a PDF if you'd like. [4]
  4. 4
    Select a sharing option. If you want to email the document as an attachment using your default email application (usually your Mac's Mail app), select Email as Attachment . Otherwise, you can choose a different method, such as AirDrop or Messages .
  5. 5
    Address and send the message. If you are sending the Word document as an attachment via email, select your email provider, enter the recipient's email address, and click the send button to send it now. If you chose another option, such as AirDrop or Messages, select the recipient you want to send the document to.
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Method 3
Method 3 of 11:

Emailing from Word as an Attachment on Windows

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  1. 1
    Click the Share menu in Word. You will see this button menu at the top-right corner of your document in Word.
    • Use this method if you want to email the document to a recipient through your Windows PC's default email application, such as Outlook or Thunderbird.
  2. 2
    Click Share… on the menu. The following window that opens will be different depending on whether you've already saved the document.
  3. 3
    Choose the option to send a copy of the document. You will see one of two screens, but the option you choose will take you to the same place:
    • If you see the "Send link" screen, your document is already saved. To send it, click Send a copy at the bottom, then select Word document . This will open a new message in your default email application.
    • If you are taken to the "Share" window that prompts you to upload your document, click Word document under "Attach a copy instead." This will open a new message in your default email application.
  4. 4
    Enter the email address of the recipient. Once a new message opens in your default email program, the Word document will already be attached. Type the email address of the person you want to send it to into the To: field.
    • If you want to add a subject and body, type those as well.
  5. 5
    Click Send . You have now attached and sent the Word document via email to the recipient.
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Method 4
Method 4 of 11:

Attaching to Email with Gmail or Yahoo

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  1. Mail account. You can attach your Word document to a message in Gmail or Yahoo! Mail on a computer or by using either service’s app for mobile devices.
    • Most free mail sites and apps are similar. These instructions may also help you use providers other than Gmail and Yahoo.
  2. In both mobile apps, the “Compose” icon is a pencil. [5] A new message window will appear.
  3. The file selection box will appear on most platforms. [6]
    • If you’re using the Yahoo! Mail app on a mobile device, tap the + sign, and then tap the second icon (a sheet of paper) in the resulting toolbar. [7] The file selection window should now appear.
  4. You can skip this step if you’re not using the Gmail app on a mobile device.
    • Choose Insert from Drive if the document is saved to your Google Drive.
    • Choose Attach File if the document is saved to your phone or tablet.
  5. Browse to the location of your Word document and double-click (or tap) to attach it.
    • If you’re attaching from Google Drive, tap the file you want to attach, and then tap “Select”.
  6. Enter the desired recipient’s email address into the “To:” field, then add your subject and message content.
  7. When the recipient opens the email, they’ll find the option to open or download the file to their computer or mobile device.
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Method 5
Method 5 of 11:

Attaching to Email in Mail for iPhone & iPad

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  1. To use this method, make sure Mail is properly configured to send mail from your email account.
    • You’ll be able to attach a document that’s on your device or in your iCloud Drive.
    • If you have the Dropbox, Google Drive, or OneDrive apps installed on your device, you’ll have the option to attach a document from one of those accounts.
  2. The icon looks like a square with a pencil.
  3. field. This should be the address of the person to whom you’ll be sending the document.
  4. Enter a subject into the “Subject” field and type a note to the recipient in the main text area.
  5. 5
    Touch and hold your finger in the body of the message. Several options will appear along the bottom of the message.
  6. 6
    Tap the paperclip icon. You'll see it just above the keyboard. A menu will expand.
  7. 7
    Tap Attach File . The file navigator will open to your Recents folder by default.
  8. 8
    Tap Browse and select the location of your Word doc. You will see Browse in the bottom-right corner. Select the location of your Word document, such as iCloud Drive or On My iPhone.
    • If you don't see these options, tap Browse a second time.
  9. You’ll be returned to the email message you previously composed. This message now has your document attached.
  10. It's the arrow at the top-right corner. This emails the Word document to the selected recipient.
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Method 6
Method 6 of 11:

Attaching to Email in Mail for Mac

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  1. This keyboard shortcut composes a new email message on your Mac. You could also click the New Message icon (a square with a pencil) to create a new email message. [8]
    • Use this method to email a Word document to the desired recipient using your Mac's Mail app.
    • You don't need to have Microsoft Word installed to use this method, but you will need to have your Word document saved somewhere on your Mac.
  2. This opens the file chooser. [9]
  3. If you want to attach several files, you can select multiple documents by holding down the ⌘ Cmd key as you click each one.
  4. Type the recipient’s email address into the “To:” field, a subject in the “Subject:” field, and a note in the large text area.
  5. Click the paper airplane icon at the top left corner of the message to send the email and its attached document.
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Method 7
Method 7 of 11:

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  1. If your Word document is located in your Google Drive, it’s easy to share it with others. If you don’t see it in the main folder, you may have to look in some of the subfolders.
    • If you haven’t yet uploaded the document from your computer, click New > File Upload , and then double-click the Word document. [10]
  2. 2
    Right-click the file and go to Share > Share . Select the Share menu, then click Share again. You can also control-click the file, select Share, and then click Share again.
  3. 3
    Type the email address of the person you want to receive your file. If this person is one of your Google contacts, you can just start typing their name and then select the correct person from the search results.
  4. Click the menu next to the recipient, then choose Viewer , Commentor , or Editor . If you want to give full access, use Editor . If you just want them to be able to view the document, select Viewer .
  5. An email will be sent to the recipient containing information on how to access the document. They’ll be able to view it online or download it to their computer.
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Method 8
Method 8 of 11:

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  1. If you’re a Dropbox user, you can use the service to share documents with anyone on the web. Using this method will send a message to the recipient that includes a link to the document. The recipient will be able to download the document by accessing that link (and they won’t need a Dropbox account).
    • You’ll need to have a Dropbox account to use this method.
    • You should also have the application installed on your device. If you’re using a computer, you can use the web version by signing in to http://www.dropbox.com .
  2. If you haven’t uploaded the Word document to your Dropbox, do so now.
    • Mobile app: Tap the + icon and then select Upload files . Navigate to the document you want to upload, and then tap Upload File .
    • Desktop app: If the folder where the file is stored is not already synced with Dropbox, drag the file from its current location to the Dropbox folder.
    • Dropbox.com: Navigate to the folder where you’d like to store the file, then click the “Upload” icon to select your document.
  3. This step is a little different depending on your platform: [11]
    • Mobile: Tap the downward-pointing arrow next to your Document and select Share .
    • Desktop: Right-click (or Ctrl + Click ) the document in the Dropbox application, then click Share…
    • Dropbox.com: Hover the mouse over the document file and select Share (when the menu appears).
  4. If you’re using a mobile device, you’ll see this option under “These People”. [12]
  5. Enter this into the “To:” field. To add multiple recipients, separate each email address with a comma (,).
  6. The button name depends on your application. [13]
    • If you’re using the Dropbox.com site, the button will say “Share.” An email will now be sent to the email address(es) you provided.
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Method 9
Method 9 of 11:

Attaching a Document to a Facebook Message

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  1. 1
    Open a Facebook chat window with the recipient. You will be attaching the document to a chat message. Click the chat bubble icon in the upper-right corner, then select a recipient.
    • If you don't already have a Facebook chat with the person you want to share the document with, click the New Message icon at the top, start typing the person’s name into the “To:” field, and then click their name when it appears in the search results.
  2. It's the two overlapping photos at the bottom of the chat window. Now you’ll be able to navigate to the Word document on your computer.
  3. This option name will vary depending on your operating system.
  4. The recipient will be able to download the document by double-clicking the icon that appeared in the chat window.
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Method 10
Method 10 of 11:

Sending as the Body of an Email in Word

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  1. 1
    Add the "Mail Recipient" option to the Quick Access Toolbar. If you want the body of the email to be what you typed in the Word document (embedded rather than attached), use this method. You will need to have Outlook set up and installed for this to work. Also, you will need to add the option to your Quick Access Toolbar using these steps:
    • Click the Quick Access Toolbar menu icon at the top of Word. It's a horizontal line with an upside-down triangle beneath it.
    • Click More Commands…
    • Select All Commands from the "Choose commands from" menu.
    • Scroll down the menu and select Mail Recipient [Send to Mail Recipient] .
    • Click the Add button, then click OK .
  2. 2
    Click the Mail Recipient button in Word. You now have a new icon at the top of Word that looks like a sheet of paper with an envelope. Click it, and email header fields will appear above your Word document.
  3. 3
    Address and send the email. Enter the email address of the person you want to send the document to, and add a subject and introduction if you'd like. When you're ready, click Send, and the recipient will receive your Word document as the email rather than as an attachment.
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Method 11
Method 11 of 11:

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  1. If you’re using Word 2016 for Windows or Mac, you’ll be able to use the built-in “Share” feature to send your document from the app.
    • If you’re using an older version of Word, just click the File menu (or Office button in 2007) and select “Send” or “Send To” to send a Document.
    • Save changes to your document. To avoid sending an outdated version of your document, click File and then Save .
  2. You’ll see this icon in the top right corner of Word. It looks like the silhouette of a person with a + sign. [14]
    • If prompted, save your document to the cloud.
  3. You may have to click “Share” again to see this option. “Send as Attachment” will allow you to email a copy of the document to a recipient.
    • If, instead of sending the file to the recipient, you’d like to be able to share online editing access to the document, choose Invite People instead. Type the person’s email address when prompted, then click Send to email them an invitation to edit the document.
  4. You have two options from which to choose:
    • Send a copy: Choose this option if the person to whom you’re sending the document needs to edit or add to the document.
    • Send a PDF: Choose this option if you don’t want the document to be modified.
  5. Once you select an attachment option, a new email message will open in your default email program (e.g., Outlook, Apple Mail). Enter the recipient’s email address into the “To:” field, type a subject line, and a description of the file in the body.
    • To send the document to multiple people, separate each email address with a comma (,).
  6. Your document will arrive at its destination in a few moments.
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    You send a scanned paper the same way this article describes for a Word document. The file type may be different, but the process will be the same.
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    Print it and mail it.
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      References

      1. ↑ https://support.microsoft.com/en-us/office/email-a-document-from-microsoft-office-2754aa3a-929b-4dc6-b400-28fbf91c0d77#id0ebf=microsoft_365
      2. ↑ https://support.microsoft.com/en-us/office/share-a-document-d39f3cd8-0aa0-412f-9a35-1abba926d354
      3. ↑ https://support.microsoft.com/en-us/office/share-a-document-d39f3cd8-0aa0-412f-9a35-1abba926d354#id0ebbd=macos
      4. ↑ https://support.microsoft.com/en-us/office/share-a-document-d39f3cd8-0aa0-412f-9a35-1abba926d354#id0ebbd=macos
      5. ↑ https://support.google.com/mail/answer/6584
      6. ↑ https://help.yahoo.com/kb/SLN15987.html
      7. ↑ https://help.yahoo.com/kb/SLN26422.html
      8. ↑ https://support.apple.com/guide/mail/send-an-email-mlhlp1121/mac
      9. ↑ https://support.apple.com/guide/mail/add-attachments-to-emails-mlhlp1050/mac
      1. ↑ https://support.google.com/drive/answer/2494822?co=GENIE.Platform=Desktop&hl=en&oco=1
      2. ↑ https://help.dropbox.com/share/create-and-share-link
      3. ↑ https://help.dropbox.com/share/create-and-share-link
      4. ↑ https://help.dropbox.com/share/create-and-share-link
      5. ↑ https://support.microsoft.com/en-us/office/email-a-document-from-microsoft-office-2754aa3a-929b-4dc6-b400-28fbf91c0d77#id0ebf=office_2016

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