When someone sends you a file by email, you need to save it to your computer or OneDrive before you can work with it properly. Opening a file directly from the email works for a quick look, but if you need to edit it or keep it, saving it properly ensures you do not lose it when the email is archived or deleted. Here is how to do it in both the Outlook desktop app and Outlook on the web.
In the Outlook desktop app
Open the email that contains the attachment. You will see the attached file shown below the subject line or at the bottom of the email. Click the small dropdown arrow next to the attachment and click Save As. Choose where on your computer you want to save the file, then click Save.
If there are multiple attachments, you can click the dropdown arrow next to any one of them and select Save All Attachments to save them all at once to the same location.
In Outlook on the web
Go to outlook.cloud.microsoft and sign in. Open the email with the attachment. Hover over the attached file and you will see two icons appear. Click the download icon (the arrow pointing down) to save the file to your computer. It will go to your default Downloads folder. You can also click the OneDrive icon (the cloud with an arrow) to save the file directly to your OneDrive, which is useful if you want to access it from multiple devices.
Save to OneDrive instead of your desktop
If your business uses Microsoft 365, saving attachments to OneDrive rather than your desktop or Downloads folder means the file is backed up to the cloud automatically. It also means you can access it from any device. Get into the habit of saving important attachments directly to the appropriate OneDrive folder rather than letting them pile up in Downloads.
A note about opening attachments
You can preview most attachments by clicking on them without downloading them first. This is useful for quickly checking a document. But if you need to edit or save it, always download it properly first.
A note about security
If an attachment will not open, looks suspicious or triggers a security warning, do not force it. Be especially cautious with file types like .exe, .zip, .js or .bat as these can contain malware. If you were not expecting the file, even if it appears to come from someone you know, verify with the sender before opening. Our guide on how to check if a downloaded file is safe covers what to look for.
When to get help
If attachments are consistently being blocked by your email security, if you cannot download files at all, or if you suspect a malicious attachment has been opened, contact your IT provider immediately. Recloud monitors and manages email security for our clients.