Frequently Asked Question

Hey there team,

Within the last month (08/2024) Microsoft has updated the desktop version of Outlook to look and behave more like the web version. As a result, the way attachments are handled has changed. Below is a short write-up on how to utilize attachments as found in the new UI.

Before we begin, please note, the preferred method of attachment is to provide said attachments in the ‘attachment bar’ of the message body. That is, at the top of the window, as outlined here:

While some of our advice will be specific to inline links, the suggested course of attachment is as shown above, within the attachment bar itself. With that said, let’s begin.

We can first provide attachments by navigating to: Insert > Attachment > Selecting our desired file

Please note, selecting a file from either ‘OneDrive’ of “Suggested files” will attach that file as an inline attachment; that is, as a link to the file itself. It is from here that we have several options made available to us.

1. Changing the file share permissions:
   
   By [left] clicking on the file link we’re presented with a menu, at the top of which exist the current share permissions. By default, this will be set to “Edit.” However, should we wish to change this we simply need to click it, then select our desired options:
   
   
   
2. Convert the link to a conventional attachment:
   
   To turn the link into a traditional-style attachment, [left] click on the it, then select “Attach as a copy.” Please note, converting a link share into an attachment will divorce it from the previously outlined share permissions. This is why we see the notification shown below.
   
   
   This is the suggested course of action when providing attachments into an email. The previous advice, as outlined in suggestion 1, is better served for collaborative works (when multiple team members need to work out of the same document, for instance). However, when sending a casual email (in particular, when sending those emails externally) providing your attachments in the attachment bar is the preference.

The above advice should be enough to get you started in understanding the basics of attachments within the new Outlook UI. If you have any questions please don’t hesitate to reach out to Tim or myself, we’re always happy to help. Until then, have a great day!

Dylan