How to Send Files Directly through Email in Windows 11

Sending Files Directly Through Email

Sending files directly through email in Windows 11 is simple using your built-in apps like Outlook or the Mail app, allowing you to attach files straight from File Explorer.

Step 1Find the File You Want to Send

To send a file by email, first open 📁 File Explorer, which looks like a yellow folder icon on 🖥️ your taskbar, and then navigate to the folder where your file is saved.

Tip: Can’t remember where you saved the file? Use 🔍 the search bar at the top of 📁 File Explorer. Type the file name, and Windows will try to find it for you.

Step 2Start the Sharing Process

Once you’ve found your file, you can start the sharing process in Windows 11 by either clicking the ‘Share’ tab in 📁 File Explorer’s menu bar or by right-clicking the file and selecting the ‘Share’ option.

• Using the Ribbon: Click on the file once to select it. Look at the top of the 📁 File Explorer window. You’ll see a menu bar. Click on the “Share” tab or button.
• Using the 🖱️ Right-Click Menu: Another easy way is to 🖱️ right-click on the file. A menu will pop up. Look for an option that says “Share” or something similar.

Both methods bring up a sharing menu or a box with options. We’re focusing on email, so look for the email option.

Step 3Pick Your Email App

After clicking ‘Share’, you’ll see icons for apps you can use; simply click the icon for your preferred email program, like Outlook or the Windows Mail app, to prepare a new email.

Click the email option for the program you want to use. Windows will then get that app ready to create a new email message for you.

Warning: If you don’t see an email option, it’s possible you haven’t set up a default email app in Windows. Certain file types also might not be shareable this way. You may need to go into ⚙️ Windows settings to choose your default email app.

Step 4Write and Send Your Email

Your chosen email app will open with the file already attached, so you just need to fill in the recipient’s email address in the ‘To’ field, a clear subject line, and any message you want to include before sending.

Now, fill in the rest of the email details:

• To: Type the email address of the person you want to send the file to.
• Subject: Give your email a clear subject line so the person knows what it’s about.
• Message Body: Add any notes or information you want to include.

When you’re done, click the “Send” button in your email program. Your file is now on its way!

Tip: If you’re sending a very large file, remember that most email services have limits on attachment sizes (usually around 20-25 MB). If your file is too big, you might get an error. In that case, try using a cloud storage service like OneDrive, Google Drive, or Dropbox. These are made for sharing bigger files.

A Note on File Size Limits

When sending files by email, be aware of attachment size limits, as most email providers like Gmail or Outlook.com restrict attachments to around 20-25 MB, which can be an issue for larger files.

Here’s a quick look:

• Typical Email Limit: Most big email providers (like Gmail, Outlook.com, Yahoo) limit attachments to about 20-25 MB per email.
• Work/School Accounts: These can be different based on your company’s rules. Some might allow bigger files, while others might be stricter.

What to Do If It’s Too Big: This is where cloud storage services like OneDrive, Google Drive, Dropbox, or special file transfer services (like WeTransfer) are useful. They can handle large files and let you share them using a link.

Knowing these limits will save you trouble when sending files. For sending small things regularly, direct email attachments are great. For anything bigger, or if you want more control, using links to cloud files is the best choice.

Reference:

https://support.microsoft.com/en-us/windows/share-files-in-windows-dcf7d3dc-40f7-111a-0c9e-a8981c4bbc32

Summary

Sending files directly through email in Windows 11 is a straightforward process using 📁 File Explorer and your preferred email application, but always consider the file size and data sensitivity when choosing your sharing method.

Remember to think about the file’s size and how sensitive the information is when picking how to share. For quick, small shares, direct email is perfect. For larger files or when you need more control, OneDrive is a great option. And for sharing with someone nearby, Windows has a feature called Nearby sharing.