Manage your email on a Mac

Open or save attachments

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Attachments take up a lot of room in your mailbox. You can save space without deleting the original email by using preview your attachments, save, or delete.

Find emails with attachments
  1. Above your email list, select Arrange By:.

  2. Select Attachments.

  3. Now your email is sorted into two sections: HAS ATTACHMENTS and NO ATTACHMENTS.

    Note:  A paperclip icon will appear next to an email message that has an attachment.

Preview an attachment
  1. Open an email message with attachment(s).

  2. Select an attachment and then select Preview.

  3. Or, select Preview All to preview all the attachments.
    A box displaying the contents of the attachment pops up.

    Note:  You can also right-click an attachment, and then select Preview.

Open an attachment
  1. Select an email message with an attachment and right-click the attachment.

  2. Select Open.
    Or double-click the attachment to open it.

Save an attachment
  1. Select an email message with attachment(s), and right-click the attachment.

  2. Select Save As to save the attachment.
    Or, you can choose Save All to save all the attachments.

  3. Choose the location where you want to save the attachment(s).

  4. Select Choose.

Remove an attachment
  1. Right-click the attachment.

  2. Select Remove to remove the attachment from the email.

  3. Or, you can select Remove All to remove all the attachments.

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Attachments are files that are packaged along with an email. It could be a Word document or a photo or a PDF.

It's completely separate from the body of text that makes up the content of the email.

Attachments do take up a lot of room in your email, and your company may have established a mail quota which is a maximum size limit for your mail account.

If you find yourself hitting the quota a lot, it's time to start removing some of these attachments from Outlook.

You can remove the attachments while saving the actual email itself.

The first thing we need to do is identify emails that have attachments. There's a few ways to do this.

The first one is you can look at the icon on the righthand side and see if it contains a paperclip icon.

That's going to tell you that the email message contains attachments.

You can also find any email that has an attachment very quickly by choosing to arrange the view by Attachments.

You can now see that your email has been sorted into two sections: whether or not it has attachments or doesn't have attachments. I'm going to expand the HAS ATTACHMENTS section, and sure enough, here's the paperclip icon.

I'm going to click on one particular email.

I can see the body text of the email.

And at the very top, I can see that I have one particular attachment and one more.

If I click on the one more, I can see it appear in the email.

There's a few things that I can do with these attachments.

Right away, I can see that they're PDF files because of the file extension, and I can also see how big they are because of the number that's next to them. This one's a large one at three-and-a-half megabytes.

This one's smaller at 705 kilobytes.

I can choose to Preview All of the attachments which is going to pop up a small viewer so that I can see it.

Or, I can click on one particular attachment and it changes to just the word Preview.

I can click on Preview, and it's going to pop up a very quick dialog box showing me a preview of the contents of that attachment.

I can click the X in the top lefthand side to close out of the preview.

I can also double-click to open up the attachment in the program on my Mac that it was designed to be opened with.

For example, if it's a document, if I double-clicked on it, it would open up with Microsoft Word.

I can also right-click on these attachments.

If you're using a Mac, you do need to enable secondary click if you want to be able to right-click anything.

You can do that by going into System Preferences on your Mac, clicking on Mouse, and then clicking on Enable Secondary Click.

I'm going to close out of this. And now let's right-click on our attachment.

There's a few options.

I do have the option to Preview it from here.

So if you like to right-click, you can always right-click and Preview it.

I can also Open it from here which is the same as doing a double-click.

I can Save As to save it to my computer.

Or, I can choose Save All.

This will save both attachments at the same time onto my computer.

If I click Save All, it's going to open up a dialog box so that I can choose where I want to save the attachments.

Click the blue Choose button. And then they'll be saved on my computer. Now that they're saved, I have the option to remove them.

I can right-click again, and I can choose Remove which would remove this particular attachment from the email.

Or, I can choose Remove All which would remove both of them at the same time. It will keep the email.

It will just remove the attachments from the email to save space.

So that's how you can work with attachments in Microsoft Outlook.

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