How to (auto) replace attachments with links in Outlook?

Author: Kelly Last Modified: 2025-02-13

Attachments can significantly bloat your Outlook data file, causing slow performance and making it harder to manage emails. While compacting the Outlook data file helps, a better solution is to detach attachments and replace them with links, reducing email size while still keeping easy access to the files. This article introduces two efficient methods for managing email attachments. Both methods utilize Kutools for Outlook, a powerful add-in that simplifies attachment management.

Batch replace attachments with links for selected emails
- Manually replace attachments in multiple emails at once

Automatically replace attachments with links for incoming emails 👍
- Automate the process for a seamless, clutter-free mailbox

Batch replace attachments with links for selected emails

If you need to free up space quickly, this method allows you to detach attachments from multiple emails at once and replace them with hyperlinks.

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Step 1: Select multiple emails and open the Detach All feature

In Outlook, select the emails from which you want to replace attachments with links. Once selected, click Kutools Plus > Attachment Tools > Detach All.

shot of the Detach All button

Note: Hold Ctrl to select multiple non-adjacent emails or the Shift to select a range of adjacent emails.

Step 2: Configure the detachment settings

In the Detach All dialog, click the Browse icon to choose a destination folder for saving the attachments.
(Optional) Customize the detachment style. (For this example, leave the "Detach attachments in below style" checkbox unchecked to save all attachments directly into the folder.)
(Optional) Check the Attachment icon is still remained in the emails option to keep a visual reference in the emails.
Click OK to confirm.

Step 3: Confirm and execute detachment

A Detach All confirmation dialog box will appear. Click Yes to proceed.

shot of the Detach All confirmation dialog box

Result

✅ Attachments are removed from the selected emails.

✅ Hyperlinks replace the attachments in the original emails, providing easy access.

✅ All files are saved in the designated folder, reducing Outlook’s data file size while keeping attachments accessible.

shot of the hyperlinks in the original emails

Note: To apply the Detach All utility of Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

📂 Save Space with Auto Compress!

Tired of attachments clogging up your inbox? With Kutools for Outlook ’s Auto Compress feature, you can automatically compress all incoming email attachments or set custom rules to auto compress specific file types and sizes.

Compress All Attachments: Enable auto-compression for all received attachments with just one click.
Custom Rules: Compress specific file types (e.g., .xlsx, .docx) or large files over a certain size (e.g., 600KB).

shot the the Auto compress attachments dialog box

Discover More

Automatically replace attachments with links for incoming emails 👍

For a fully automated and hassle-free approach, Kutools for Outlook’s Auto Detach feature allows you to automatically save and replace attachments as soon as they arrive, ensuring a clutter-free mailbox.

Unlock ultimate email efficiency with Kutools for Outlook! Access 70 powerful features absolutely free, forever. Download the Free Version Now!

Step 1: Enable the Auto Detach feature

Click Kutools Plus > Auto Detach > Enable.

shot of the Auto Detach feature

Step 2: Configure auto-detach preferences

In the Auto Detach Attachments dialog box, select the Auto detach all received attachments option.
Click the Browse icon to choose a destination folder for the detached attachments.
(Optional) Customize the detachment style. (In this case, leave the Detach attachments in below style checkbox unchecked to detach all attachments directly into the destination folder.)
(Optional) Check the Attachment icon is still remained in the emails option to keep a visual reference in Outlook.
Click OK.

Result:

✅ All incoming attachments will be automatically removed and saved in the selected folder.

✅ Attachments will be replaced with hyperlinks in the emails, reducing email size while ensuring easy access.

✅ No manual effort required – the process runs in the background, keeping your mailbox optimized.

Why This Method is the Best Solution?

🚀 No manual work: Once enabled, attachments are detached automatically.
📂 Organized and efficient: Keeps Outlook lightweight while ensuring quick access to files.
🛡️ Prevents Outlook from slowing down: Eliminates large attachments from accumulating in your mailbox.

Note: To apply the Auto Detach utility of Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

Demo: (Auto) replace attachments with links in Outlook

Discover the Kutools / Kutools Plus tab in this video, added by Kutools for Outlook. Now, most features, including AI functionalities, are free! Pro features come with a 30-day trial without limitations!