Word Button Send Email? Quick Answer & How-To

The short answer is yes: the Send button in Microsoft Word (and other Office apps) is a real, built-in feature that lets you email the current document as an attachment directly from within Word. You click it, choose your email app, and a new message opens with the file already attached.

Formula

The calculator above is a pace calculator, not directly related to Word’s Send button. It computes average pace and speed from a finish time and distance. The formulas are:

Pace = Finish time (minutes) ÷ Distance (km) → result in min/km.

Speed = Distance (km) ÷ (Finish time (minutes) ÷ 60) → result in km/h.

Where:

• Finish time (t) – total minutes taken to cover the distance (min).
• Distance (d) – length of the run, walk, or ride (km).
• Pace – how many minutes it takes to cover one kilometer (min/km).
• Speed – how many kilometers you cover in one hour (km/h).

Worked Example

Using the default values: finish time = 50 minutes, distance = 10 km.

1. Pace = 50 ÷ 10 = 5.00 min/km.
2. Speed = 10 ÷ (50 ÷ 60) = 10 ÷ 0.8333 = 12.00 km/h.

The calculator shows an average pace of 5.00 min/km and an average speed of 12.00 km/h.

Where the Send Button Lives in Word

In current versions of Microsoft Word (2016, 2019, Microsoft 365), the Send button is not on the main ribbon. You find it under File > Share. In the Share pane, you’ll see an option called Email. Clicking it reveals several choices:

• Send as Attachment – attaches the .docx file to a new email.
• Send as PDF – converts the document to PDF and attaches that.
• Send as XPS – creates an XPS file (a Microsoft alternative to PDF).
• Send as Internet Fax – opens a fax service (requires a third-party fax provider).

In older versions (Word 2010, 2013), the same options appear under File > Save & Send > Send using Email.

How the Send Button Actually Works

When you click Send as Attachment, Word does not send the email itself. It hands off the file to your default email client. Here’s what happens step by step:

1. Word saves a temporary copy of your document (or PDF) to your local drive.
2. Word launches your default mail program – this could be Outlook, Windows Mail, Apple Mail, Gmail in a browser, or another app.
3. A new message window opens with the file already attached and the document’s title as the default subject line.
4. You type the recipient’s address, add any message text, and click Send in your email app.

If no default email client is configured, Word will show an error like “Word could not launch your email application.� In that case, you need to set a default mail program in your operating system’s settings, or simply use your webmail directly and attach the file manually.

Why Use the Send Button Instead of Manual Attaching?

The main benefit is convenience. You skip the steps of saving, opening your email, creating a new message, and attaching the file. It also helps prevent version errors – you’re sending the exact file that’s open, not an older copy you saved earlier. For PDF export, it automatically converts the document, so you don’t have to run a separate export step.

However, the Send button has limitations:

• It does not work with cloud-only files that are not saved locally.
• It uses your default email client – if you prefer a specific webmail, you may need to change your system default.
• It attaches a static file; it does not create a link to a shared OneDrive document (for that, use the Share button with a link instead).
• Large files may exceed your email provider’s attachment limit, causing the send to fail.

Common Problems and Fixes

Users often report that the Send button is grayed out or does nothing. Here are the typical causes and fixes:

• No default email client set: Go to Windows Settings > Apps > Default apps, and set your preferred mail app as default. On Mac, open Mail and set it as default in Mail > Preferences > General.
• File not saved: Word requires the document to be saved at least once before it can attach it. Save the file first, then try again.
• Protected view: If the document is from the internet or another computer, Word may open it in Protected View, which disables sharing features. Click “Enable Editing� first.
• Outlook not installed: If you’re using Office but not Outlook, the Send button may fail because it expects a MAPI-compatible mail client. Install Outlook or set a different default.
• Add-in conflict: Rarely, a third-party add-in can block the Share pane. Try starting Word in Safe Mode (hold Ctrl while launching) to test.

Comparing Send as Attachment vs. Share Link

Word offers two different ways to share a document, and they serve different purposes. The Email option sends a copy of the file. The Share button (top-right of the ribbon) creates a link to a file stored in OneDrive or SharePoint. Here’s how they compare:

• Send as Attachment – works offline, sends a static copy, recipient gets the file directly, no internet needed for them to open it.
• Share Link – requires cloud storage, always sends the latest version, allows real-time co-authoring, and you can revoke access later.

For a one-time delivery of a final document, attachment is simpler. For ongoing collaboration, a share link is better.

What About the “Send to Mail Recipient� Command?

Long-time Word users may remember a button called Send to Mail Recipient that was available in Word 2003 and earlier. That feature sent the document as the body of an email (not as an attachment) and was removed in later versions. If you see instructions online referring to that button, they are outdated. In modern Word, the only email options are attachments or fax.

Frequently Asked Questions

Why is the Send button not showing in my Word?

The Send button is under File > Share > Email. If you don’t see the Share option, your document may be in compatibility mode (an old .doc format) or you may be using a very old version of Word. Save the file as .docx and check again.

Can I send a Word document as the email body instead of an attachment?

No, not with the built-in Send button. You can copy and paste the text into your email manually, but that will lose most formatting. For a formatted email, export the document as HTML or PDF and attach that, or use a mail merge feature in Outlook.

Does the Send button work with Gmail or Yahoo?

Yes, if you set your default mail handler to your webmail. On Windows, you can install the Gmail app from the Microsoft Store and set it as default. On Mac, you can use the Gmail app or set up Gmail in Apple Mail. The Send button will then open a new Gmail compose window with the attachment.

How do I change the default email app for Word?

On Windows 10/11: Settings > Apps > Default apps, then click on the current email app and choose your preferred one. On macOS: open the Mail app, go to Mail > Preferences > General, and select “Default email reader.� Word will use whichever app is set there.

Can I send a Word document as a PDF using the Send button?

Yes. Under File > Share > Email, choose Send as PDF. Word will convert the file to PDF and attach it to a new email. This is often the best option when you want to preserve formatting and prevent editing.

What is the file size limit for sending a Word attachment?

There is no limit imposed by Word itself – the limit comes from your email provider. Gmail allows 25 MB, Outlook.com allows 20 MB, and most corporate Exchange servers allow 10–25 MB. If your document is larger, compress the file (zip it) or share via OneDrive link instead.

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in t | Finish time | min | 50 | 0
in d | Distance | km | 10 | 0 | 100000
out pace | Average pace | min/km | t / d | 2
out speed | Average speed | km/h | d / (t / 60) | 2