How to Change Attachment View in Outlook

To change how you view an attachment in Outlook, open the message and select the attachment to preview it, or use its menu to open or save it. If you mean changing how an attachment appears in a message you are composing, switch the message format in classic Outlook from Rich Text to HTML. Outlook does not have one universal setting that forces every received attachment into a particular view; the available choices depend on the app, file type, and message.

What You’ll Need

Access to the Outlook account and the message containing the attachment, or a new message if you are changing how an attachment appears when sending.
A current version of Outlook for Windows or Mac, or Outlook on the web. Some menu names vary slightly between classic Outlook and new Outlook.
If you want to preview a file, a supported file type and, in some cases, an available preview app or Microsoft 365 sign-in.

Step-by-Step

Open the message and find the attachment. In Outlook for Windows or Mac, select the email in your inbox or open it in its own window. In Outlook on the web, open the email in the reading pane or select it to view its contents. Attachments usually appear near the message header, below the sender details. In some messages, especially those with inline images or several files, you may need to scroll through the message body to find them. A paperclip icon in the message list indicates that a message has an attachment, but it does not show the attachment itself.
Choose the attachment you want to view. In new Outlook for Windows and Outlook on the web, select the attachment card or its filename. Depending on the file and your Outlook settings, Outlook may show a preview, open the file in a browser or Microsoft 365 app, or offer a menu of actions. In classic Outlook for Windows, select the attachment once to reveal the Attachment tab, then choose Preview File if the option is available. You can also use the small arrow or right-click the attachment to see choices such as Preview, Open, or Save As. On Mac, select the attachment or use its context menu to preview, download, or open it, depending on the file type and Outlook version.
Use preview when you only need a quick look. Previewing displays a supported document, image, or PDF without launching a separate editing app. Some versions show the preview inside Outlook; others open a preview window or a browser-based view. Look for a back arrow or close control to return to the email. Preview is useful when checking a page, confirming a filename, or reading a document without changing it. It is not the same as editing the original file, and edits made in another app may need to be saved separately.
Open or save the file if preview is not suitable. Choose Open to launch the file in its associated app, or Save As or Download to store a copy on your device. In classic Outlook for Windows, the Attachment tab includes Save As and Open actions after you select a file. New Outlook and Outlook on the web commonly show actions on the attachment card, including Download and Save to OneDrive, though the precise labels can differ. Choose a location you can find again, and check whether you are saving a local copy or placing the file in cloud storage.
Change the display of attachments in a message you are composing. In classic Outlook for Windows, open a new message or reply, select the Format Text tab, and choose HTML instead of Rich Text. Rich Text messages can display ordinary file attachments in the message body; HTML messages normally show them in the attachment area below the subject or message header. If the draft is already using Rich Text, changing the format can change how attached files are shown. For a new message, you can check the format on the Format Text tab before attaching files. New Outlook and Outlook on the web generally place attached files in the attachment area and do not offer the same Rich Text format control. On Outlook for Mac, check the Format menu while composing; if HTML is available, select it. The exact controls depend on the version and compose window.
Check the result before sending or closing the message. Confirm that the file is attached, that its name appears where you expect, and that you have not accidentally inserted a picture into the message body instead of attaching it. If you changed a received message’s view by opening a preview or another app, return to Outlook and verify that the original email is still available. Outlook’s preview and open actions do not normally change the attachment itself unless you edit and save it in another application.

Common Mistakes

Expecting a single view setting for every message. Outlook does not provide a universal toggle that changes all received attachments from preview cards to icons or disables every preview. You choose how to handle an individual attachment, and the options depend on the client and file type.
Confusing a preview with an attachment display format. Preview opens a view of a received file. Switching a draft from Rich Text to HTML changes how files you attach to that message are presented. These are separate tasks and use different controls.
Assuming every file can be previewed. Outlook only previews supported formats, and availability may depend on your organization’s policies or installed apps. If Preview is missing, use Open or Download instead.
Changing format but overlooking an inline image. A picture inserted into the body with an insert-picture command is not necessarily a regular file attachment. Changing the message format may not move that image into the attachment area. Attach the image as a file if the recipient should receive it as a separate attachment.
Opening a risky attachment without checking it. A familiar-looking filename does not prove that a file is safe. Avoid opening unexpected attachments, particularly executable files or documents asking you to enable macros.

Tips

Use the filename menu rather than clicking the message body when you want options such as Download, Save As, or Open.
For several attachments, check each filename and file size before saving. In classic Outlook, Save All Attachments may be available from the Attachment tab or an attachment’s context menu.
If you only need to read a file, previewing avoids creating a second copy on your computer. If you need to edit or share it, download it or save it to a location you can access.
When composing in classic Outlook, choose HTML before attaching files if you want ordinary attachments shown in the attachment area rather than within the message body.
Keep Outlook updated. The layout and attachment menus can change between classic Outlook, new Outlook, Outlook for Mac, and Outlook on the web.

Troubleshooting

There is no Preview option. The file type may not support Outlook preview, or your organization may have disabled its preview handler. Try Open or Download. If the file is sensitive or unexpected, confirm with the sender before opening it.
Selecting an attachment does nothing. Try opening the email in its own window, then select the attachment again. In a browser, reload Outlook and check whether pop-ups or downloads are being blocked. In the desktop app, close and reopen the message; if the problem continues, restart Outlook.
The attachment appears in the body after you send a message. This can happen when the message was composed in Rich Text. For future messages in classic Outlook, choose Format Text > HTML before attaching. You cannot change the format of a message already delivered to a recipient; resend it in the preferred format if necessary.
The file opens in the wrong app. Download it and open it from the correct application, or change the default app for that file type in your device’s operating system. Outlook itself may not control the system-wide default app.
The attachment is missing or will not download. Ask the sender to confirm that the file was attached and sent. Check your internet connection, available storage, and any company security restrictions. If the file is a cloud link rather than a conventional attachment, make sure you have permission to access it.

Frequently Asked Questions

Can I make all Outlook attachments open in preview automatically?
There is no single setting that forces every attachment to preview. Preview availability and behavior depend on the file type, Outlook version, and organization settings.

How do I make an attachment show as an icon instead of inside the message?
In classic Outlook for Windows, compose the message in HTML rather than Rich Text by choosing Format Text > HTML. New Outlook and Outlook on the web generally show ordinary file attachments in the attachment area by default.

Can I change how an attachment looks in an email I already received?
You can preview, open, or save the attachment, but you cannot change how the sender formatted a message after it was delivered. You can choose a different action for viewing the file.

Why do some attachments open in a browser?
Outlook may use a browser or Microsoft 365 viewer for supported files. To use a desktop app instead, download the file and open it from that app, or use an Open option if Outlook provides one.

Does previewing an attachment change the original file?
Previewing is generally for viewing and does not edit the original. If you open the file in an editing app and save changes, you may create or modify a copy, so check the location and filename before saving.

Do the steps work in Outlook on a phone?
The Outlook mobile app lets you tap an attachment to preview, open, or download it, but its menus differ from desktop Outlook. It does not provide the classic Windows Format Text controls for changing a draft from Rich Text to HTML.

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