How to Send PDF in Email

How to send a PDF in email (any email service)

The basic steps are the same in almost every email service:

1. Log in to Gmail or another email service.
2. Create a new email by clicking the Compose or New mail button.
3. In the window that appears, find the Attach button and click on it. It differs between email services, but in most cases it looks like a paperclip icon.
4. A window will open where you can browse your files. Find the PDF document, select it and click Open. You will see the upload progress. Larger files may take longer depending on your internet connection speed, so be patient.
5. Once the upload finishes, add the recipient’s email address, a subject and your message, then click Send.

Tip: On a computer, you can also drag the PDF from your desktop or a folder straight into the email window to attach it.

How to send a PDF in Gmail

On a computer

1. Open Gmail in your browser and click Compose.
2. Click the paperclip icon (Attach files) at the bottom of the window.
3. Select your PDF and click Open.
4. Fill in the recipient, subject and message, then click Send.

Gmail lets you attach files up to 25 MB in total. If your PDF is larger, Gmail will automatically upload it to Google Drive and add a link to the email instead.

On Android or iPhone

1. Open the Gmail app and tap Compose.
2. Tap the paperclip icon at the top.
3. Choose Attach file and pick your PDF from your phone’s storage, or choose Insert from Drive if the file is in Google Drive.
4. Add the recipient and tap the Send arrow.

How to send a PDF in Outlook

1. Open Outlook (the app or Outlook on the web) and click New mail.
2. Click Attach file (the paperclip icon) on the toolbar.
3. Choose Browse this computer and select your PDF, or pick it from your recent files or OneDrive.
4. Complete the email and click Send.

Outlook also has an attachment size limit. For large files, it may offer to share the file as a OneDrive link instead.

How to send a PDF from iPhone or iPad

1. Open the Files app and find your PDF.
2. Touch and hold the file, then tap Share.
3. Choose Mail (or Gmail, Outlook, or whichever email app you use).
4. Enter the recipient’s address and tap Send.

The same Share method works on Android from the Files app: tap and hold the PDF, tap Share, and pick your email app.

How to send a PDF directly from your computer

• Windows 11: Right-click the PDF in File Explorer, choose Share, and pick your email app if it appears in the list.
• Mac: Open the PDF in Preview, click the Share button in the toolbar, and choose Mail.

PDF too large? Here’s what to do

• Use a cloud link: Upload the PDF to Google Drive, OneDrive, Dropbox or iCloud Drive and share the link in your email.
• Compress the PDF: On a Mac, open it in Preview, choose File > Export and pick the Reduce File Size filter (this can lower image quality). Adobe Acrobat also has a Compress PDF tool.
• Split it: Send a very large document in two or three separate emails.
• Zip it: A ZIP file can help a little, though PDFs usually do not shrink much this way.

Troubleshooting

• Upload stuck or failing: Check your internet connection and try again, or try a different browser.
• Recipient can’t open the PDF: Ask them to use a free PDF reader or open it in their web browser. Make sure the file was fully uploaded before you clicked Send.
• Email bounced back: The recipient’s mailbox may have a smaller attachment limit. Send a cloud link instead.
• Forgot to attach the file: Gmail and Outlook may warn you if your message mentions an attachment but none is added. Always check before you hit Send.

Frequently asked questions

Can I send a password-protected PDF by email?

Yes. Attach it like any other PDF. Share the password with the recipient separately, for example by text message, not in the same email.

How do I send multiple PDFs in one email?

Hold Ctrl (Windows) or Command (Mac) while selecting files in the attach window, or attach them one by one. Keep the total size within your email service’s limit.

Why does my PDF show as a link instead of an attachment?

This usually happens when the file is too large or already stored in the cloud. The recipient can still open it from the link, as long as you have given them access.

This is what you have to do to send a PDF in email. We hope this guide helped you. Let us know in the comment section below if you have any questions.