How to Embed PDF in Email: Complete Guide for Gmail & Outlook
Learn how to embed PDF files in emails. Step-by-step guide for Gmail, Outlook, and other email clients. Share PDFs as links or attachments.
Want to share a PDF via email but not sure the best way to do it? You have several options: attach it directly, embed it in the email body, or share it as a link. This guide covers all methods for Gmail, Outlook, and other email clients.
Why You Might Want to Embed a PDF
Before we dive in, let's consider when each method makes sense:
- Attachment: Best for small files under 25MB
- Embedded preview: Limited support, works in some clients
- Link: Best for large files, tracking, and professional sharing
Method 1: Attach PDF to Email (Traditional)
The simplest way to share a PDF is as an attachment.
Gmail
- Click Compose to start a new email
- Click the paperclip icon at the bottom
- Select your PDF file
- Gmail will upload and attach the file
Limitations:
- 25MB maximum file size
- No way to track if recipient opened it
- Can land in spam filters
Outlook
- Click New Email
- Click Attach > Browse this PC
- Select your PDF file
- File appears as an attachment
Limitations:
- 20MB limit for Outlook.com
- 10MB limit for some corporate accounts
Method 2: Embed PDF Preview in Email
Some email clients support embedding a preview image of the PDF. However, this has limited support and isn't recommended.
Why This Usually Doesn't Work
- Most email clients strip embedded objects
- Security concerns block active content
- Renders differently across devices
Better alternative: Use Method 3 below.
Method 3: Share PDF as a Link (Recommended)
The best way to share PDFs via email is by converting them to shareable links. This method:
- Works with any file size
- Lets you track when recipients view the PDF
- Looks more professional
- Avoids spam filters
How to Create a PDF Link with LinkyHost
- Go to LinkyHost PDF to Link
- Upload your PDF file
- Copy the generated link
- Paste the link in your email
Benefits:
- Track views and downloads
- Password protect sensitive documents
- Set expiration dates
- Works on any device
Example Email Template
Hi [Name],
Please find the document you requested:
[Your PDF Link]
Let me know if you have any questions.
Best,
[Your Name]
Method 4: Use Google Drive or OneDrive
If you already use cloud storage, you can share PDFs through these platforms.
Google Drive
- Upload PDF to Google Drive
- Right-click > Share
- Set permissions
- Copy link and paste in email
Downside: Recipients may need a Google account.
OneDrive
- Upload PDF to OneDrive
- Click Share
- Copy link
- Paste in email
Downside: Limited tracking, requires Microsoft account for some features.
Best Practices for Sharing PDFs via Email
1. Compress Large PDFs
Before sharing, reduce file size using a PDF compressor. Smaller files load faster and are more likely to be opened.
2. Use Descriptive Link Text
Instead of pasting a raw URL, use descriptive text:
❌ https://linkyhost.com/view/abc123 ✅ [Download Project Proposal (PDF)]
3. Test Before Sending
Always send a test email to yourself first to make sure the PDF displays correctly.
4. Consider Mobile Users
Many recipients will open emails on their phones. Make sure your PDF is mobile-friendly and the link works on all devices.
When to Use Each Method
| Method | Best For |
|---|---|
| Attachment | Small files, casual sharing |
| Link (LinkyHost) | Professional documents, tracking needed |
| Google Drive | Team collaboration |
| OneDrive | Microsoft 365 users |
Troubleshooting Common Issues
PDF Won't Attach
- Check file size (must be under 25MB for Gmail)
- Try compressing the PDF first
- Use a link instead
Recipient Can't Open PDF
- They may not have a PDF viewer
- Share as a link instead (opens in browser)
- Check if the file is corrupted
Email Goes to Spam
- Large attachments often trigger spam filters
- Use a link instead of attachment
- Avoid suspicious link shorteners
Conclusion
The best way to share PDFs via email depends on your needs:
- Quick, casual sharing: Use attachments
- Professional documents: Use PDF to Link
- Large files: Convert to link (no size limits)
- Need tracking: Use LinkyHost for view analytics
Start sharing PDFs professionally with LinkyHost's free PDF tools.