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How to attach files to meetings or appointments in Outlook?

It’s easy to attach files or documents in an email message in Outlook. Similarly, you can attach files or documents into appointments and meeting invitations too. Here we will walk you through attaching files to meeting invitations and appointments in Microsoft Outlook quickly.

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To attach files or documents to meeting invitations and appointments, please do as following:

Step 1: Create a new meeting invitation (or appointment) in Outlook:

  1. In Outlook 2007, please click the File > New > Meeting Request (or Appointment);
  2. In Outlook 2010 and 2013, please click the New Items > Meeting (or Appointment).

Step 2: Then you will get into the Meeting (or Appointment) window. There are three buttons to attach files on the Insert tab.

A. Insert individual files as attachments

If you want to attach individual files or documents in your meeting invitation or appointment, please click the Insert > Attach File.

In the popping up Insert File dialog box, search and select the documents that you will attach, and click the Insert button.

Then you will see that selected files are attached in the body of meeting invitation or appointment. See screen shot:

B. Attach Outlook items in your meeting invitation or appointment

If you want to attach outlook items into your meeting invitation or appointment, such as tasks, notes, or email messages and so on, please click the Insert > Outlook Item.

In the coming Insert Item dialog box:

  • Click to open an outlook folder in the Look in: box;
  • Select the item in the Items: box that you will attach;
  • Specify one of attaching patterns in the Insert as section;
  • Click the OK button.

C. Attach business cards in your meeting invitation or appointment

If you want to attach business cards in your meeting invitations or appointments, please click the Insert > Business Card > Other Business Cards.

In the popping up Insert Business Card dialog box:

  • Click the Look in: box, and select an address book from the drop down list;
  • Click to highlight the business cards that you will attach in the box below Look in:;
  • Click the OK button.

Step 3: Compose your meeting invitation or appointment, and click the Send button (or Save & Close button).


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  • To post as a guest, your comment is unpublished.
    Naz Ghavi · 2 years ago
    Hi Thank you, it is working correctly on my Microsoft computer, but I can not do this on Mac could you please help me on this issue
  • To post as a guest, your comment is unpublished.
    Katie · 2 years ago
    Im trying to attach a mp3 file to a calendar invite but outlook says I dont have permission to attach the file. I am able to attach document files but not mp3. Can you help me?
  • To post as a guest, your comment is unpublished.
    Sabrina · 2 years ago
    Hi. An admin of ours has been doing this (insert outlook item (email) to a calendar event) for a while and it worked great up until a couple of weeks ago. I tried on a couple other computers under different logons/accounts and it doesn't work. The item will attach to the calendar event and show an icon for the item, but when you click on it, she gets an error saying "the program used to create this object is Outlook. That program is either not installed on your computer or it is not responding. To edit this object, install Outlook or ensure that any dialog boxes in Outlook are closed." Any ideas on why this stopped working all of a sudden? Thanks!
  • To post as a guest, your comment is unpublished.
    Casey · 2 years ago
    I am trying to attach a file to my meeting invite. It keeps showing up at the very bottom of the email instead of the top. What am I doing wrong? Thanks!
  • To post as a guest, your comment is unpublished.
    Karen · 2 years ago
    How can I add without others on appointment seeing. I like to have private notes for my eyes only on the calendar appointment. Is this possible?
    • To post as a guest, your comment is unpublished.
      IJ · 2 years ago
      Is it possible to add something to the meeting content (for ex a screenshot) and send the updated one to everyone when I am not the organizer?
    • To post as a guest, your comment is unpublished.
      IJ · 2 years ago
      Yes, just press Ctrl + S. It will save the appointment to your calendar but will not send an update to the others.
      But remember, if you send an update later for some reason, then all the personal notes etc added in previous step will also be sent to everyone.
  • To post as a guest, your comment is unpublished.
    Kerry · 3 years ago
    I followed all of the above but the attachment is just not showing in the invite?
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    Chris Real · 3 years ago
    The Insert band is grayed out on mine. Not sure what the issue is. Do I have to attach items first prior to entering text?
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    Jackie · 5 years ago
    I did all of the above yesterday and the file showed up in my appointment.

    Today it has disappeared, and I have repeated the process several times with new & existing appts BUT though it says it's attaching and making changes, the things aren't visible.