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How to Embed and Attach a PDF Document Within an Email Message

Sending PDF documents via email is extremely common in both personal and professional settings. However, there are a few best practices to follow when attaching or embedding a PDF in an email message. This article will cover everything you need to know.

Attaching a PDF to an Email

Attaching a PDF document to an email is the most straightforward approach. Here are the basic steps:

  1. Compose your email message as normal in your email client (e.g. Gmail, Outlook, Apple Mail).
  2. Click on the paperclip or attachment icon to open the file explorer.
  3. Locate and select the PDF document you wish to attach.
  4. The file name will now display in the attachments section.
  5. Finish composing your email message.
  6. Review the recipients, subject line, and message body.
  7. Click send.

The recipient will now receive the email message with the PDF attached. They can save, open, print or view the PDF just like any other attachment.

Tips for Attaching PDFs to Emails

Here are some tips when sending PDF attachments via email:

  • Compress large PDFs – Consider using compression for PDF documents over 10MB to avoid clogging recipients’ inboxes.
  • Add context in the message body – Don’t just attach a PDF without any explanation. Add context in the message so the recipient understands the purpose of the attached document.
  • Use descriptive file names – Avoid vague titles like “document.pdf”. Instead, summarize the contents concisely like “2022-Sales-Report.pdf”.
  • Password protect sensitive PDFs – If sending sensitive material, make sure to first password protect the PDF only intended recipients can open and view the content.

Embedding a PDF in an Email

Embedding a PDF directly into the message body (rather than just attaching it) allows the recipient to quickly view the file contents without needing to download the attachment.

However, there are a few caveats to be aware of:

  • Email clients have varying levels of support for embedded PDFs. Webmail services like Gmail have the best support.
  • Typically only the first page of the PDF will display in the message body.
  • Formatting can become distorted, especially on mobile devices.

If you still wish to embed a PDF, follow these steps:

  1. Open the PDF file in a editor like Adobe Acrobat.
  2. Select the text/images you wish to copy.
  3. Copy the selected content.
  4. Paste the copied text into your email as needed.
  5. Compose the remainder of your message as normal.
  6. Attach the full PDF before sending so recipients can still view the entire document if desired.

Tips for Embedding PDFs in Emails

Here are some additional pointers:

  • Test on multiple devices – Preview how embedded PDF content renders on mobile devices. If formatting is broken, just attach the PDF instead.
  • Link out to cloud PDFs – Rather than embedding a PDF directly, upload it to Google Drive or Dropbox and insert a view-only link in your email body.
  • Add context – Explain what the embedded snippet represents in relation to the overall PDF contents.

Final Recommendations

  • For most situations, stick to attaching the PDF so recipients can easily save, print, and share.
  • Only embed a PDF if you’ve tested cross-device compatibility and know the message body content will format correctly.
  • Compress large attachments, use clear file names, and add explanatory context.
  • Password protect sensitive PDFs prior to sending.
  • If embedding PDF snippets, always include the full document as an attachment.

Following these best practices will ensure your PDF emails render properly across devices and email clients. Let me know if you have any other questions!

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