You can email a Word document directly from the app using File > Share > Send as Attachment, or add Send to Mail Recipient to the Quick Access Toolbar to send it as the message body.
The built-in email command in Word sits one click from the File tab, yet most people still save the file, open their email client, and attach it manually. Knowing how to email a document from Word the right way saves that extra shuffle. Depending on what the recipient needs to do — edit, read, or just glance at the content — you can send it as an attachment, as a PDF, inside the email body, or as a OneDrive link.
Send a Word Document as an Email Attachment
This is the quickest one-click method when the recipient needs the original file. Open the document in Word, go to File > Share, and choose Send as Attachment. Word opens a new email in your default mail client (typically Outlook) with a copy of the .docx file attached. Fill in the recipient, add a subject and any message you want, and hit Send.
The attachment keeps all your formatting intact and lets the other person edit the file on their end. The one catch: your email program needs to be configured and set as the default mail client. Outlook is the standard choice, but other programs that integrate with Windows work too. If the option is grayed out, that’s the reason — set up a mail profile in Outlook first.
Send the Document in the Email Body Instead
When the recipient only needs to read the text and doesn’t need the original file, you can send the document’s content directly inside the email. This uses a command called Send to Mail Recipient, which isn’t on the ribbon by default — you add it to the Quick Access Toolbar yourself.
Click the small dropdown arrow at the end of the Quick Access Toolbar (the narrow bar above the ribbon), choose More Commands, then select All Commands from the dropdown list. Scroll down to Send to Mail Recipient, click Add, and then OK. Now that button lives on your toolbar. Open any document, click it, and Word opens a new email with the document’s text pasted into the body.
This method works well for short documents or notes that are faster to read inline than to download. Just know that some Word formatting — tables, complex layouts, custom fonts — may shift or simplify when converted to plain email text. For anything where layout matters, stick with an attachment or a PDF.
Email the Document as a PDF Instead
If the recipient only needs to view the file and you don’t want them to accidentally change anything, send a PDF. Word makes this easy. You can either use File > Save As, choose PDF (*.pdf), save it, then attach the PDF in your email client — or, if your mail client is configured, use File > Share > Send as PDF to do both steps in one click.
Emailing a PDF is also the safest choice when the recipient might be using an older version of Word, a different word processor, or a mobile device that doesn’t handle .docx well. Everyone can open a PDF, and your layout stays exactly as you designed it.
Upload to OneDrive and Share a Link
For files that are too large to send as email attachments (most email servers cap attachments around 20–25 MB), or when multiple people need access to the same version, share a link instead. From within Word, use File > Share > Upload to OneDrive. Word uploads the document and opens a sharing panel where you set permissions — Can view or Can edit — and then send the link.
The recipient gets an email with a clickable link and never has to handle a local copy. You can also revoke access later or see who has opened the file. This is the method to use for team projects, large presentations, or any situation where you’d rather not clog anyone’s inbox.
Methods to Email a Word Document at a Glance
| Method | How To | Best When |
|---|---|---|
| Send as Attachment | File > Share > Send as Attachment | Recipient needs to edit the original .docx file |
| Send as PDF | File > Share > Send as PDF | Recipient only needs to view; layout must stay fixed |
| Send to Mail Recipient | Add to QAT, then click the button | Short text that’s easier to read inline |
| Save As PDF then attach | File > Save As > PDF, then attach in email | You want full control over the conversion settings |
| Upload to OneDrive | File > Share > Upload to OneDrive | Large files or team collaboration with version control |
| Drag the file into email | Drag the .docx from File Explorer into a new message | Quick one-off send without opening Word’s share menu |
| Copy and paste content | Ctrl+A, Ctrl+C in Word, Ctrl+V in email | Very short notes where formatting doesn’t matter |
| Mail merge for bulk sends | File > Mail Merge, connect to recipient list | Sending the same letter or invoice to many people |
What If the Email Command Isn’t Working?
The one-click send features stop working for a short list of reasons, and each has a straightforward fix. The most common: no mail client is configured as the default. Windows needs to know which email program to launch when Word says “open a new message.” Set Outlook (or your preferred client) as the default in Windows Settings > Apps > Default Apps, and make sure your mail account is fully set up inside that program.
Another frequent issue: Send to Mail Recipient simply isn’t on the toolbar. That’s normal — it has to be added manually through the Quick Access Toolbar customization menu. On Windows 11, the command is still available under All Commands in the same customization list. On older versions of Word, File > Send To > Mail Recipient may be the path instead of the QAT route.
Common Issues and Quick Fixes
| Issue | Why It Happens | What To Do |
|---|---|---|
| “Send as Attachment” is grayed out | No mail client configured as default | Set up Outlook and set it as default email app |
| Send to Mail Recipient missing | Command hasn’t been added to the QAT | Customize QAT > All Commands > Add Send to Mail Recipient |
| File is too large to email | Email servers block attachments over 20–25 MB | Upload to OneDrive and share a link instead |
| Recipient can’t open the .docx | They use an older version of Word or a different app | Send as PDF for universal compatibility |
| Formatting looks wrong in the email body | Send to Mail Recipient strips complex Word formatting | Use Send as Attachment or Send as PDF instead |
| OneDrive link shows “Access Denied” | Sharing permissions weren’t set correctly | Edit link settings to “Anyone with the link” or add specific people |
| Email draft opens but won’t send | Outlook account isn’t fully configured | Complete the account setup in Outlook before using File > Share |
Emailing a Word Document: Which Method Should You Pick?
The right choice comes down to what the person on the other end actually needs to do with the file. If they need to edit it, Send as Attachment gives them the working document in one click. If they only need to read and the layout must stay perfect, Send as PDF is the cleanest option. If the content is short enough to read inline and formatting isn’t critical, Send to Mail Recipient saves them a download step. And if the file is too large for email or you want version control, Upload to OneDrive and share a link.
The File > Share menu covers the first two choices immediately. The other options take one extra setup step and handle the situations the basic command doesn’t reach. Between these four paths, every Word document has a route to the right inbox.
References & Sources
- Microsoft. “Email a Document from Microsoft Office.” Official documentation for sending files as attachments, PDFs, or inline content from Office apps.