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Send, Receive & Share Multi-Media Files with MessageDesk

Add pictures, PDFs, GIFs, HEIC photos, and even contact cards to any message or internal comment. You can upload new files or reuse files already saved in your workspace—without leaving the thread.

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Supported Media File Types

MessageDesk supports a wide range of file types for both inbound (received) and outbound (sent) media.

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Images

  • .jpg
  • .png
  • .gif
  • .heic
  • .webp

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Audio

  • .mp3
  • .wav
  • .m4a

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Video

  • .mp4
  • .mov

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Documents

  • .pdf
  • .doc
  • .docx
  • .vcf (contact card) - coming soon

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In-app display behavior

Different file types display differently within the MessageDesk app:
File typeIn-app behavior
Photos (jpg, png, gif, heic, webp)Native preview with full in-app display
Audio (mp3, wav, m4a)Native audio player for in-app playback
Video & other files (mp4, mov, pdf, doc, etc.)Displays as a file placeholder bubble; clicking opens the file in a new browser tab

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Upload Limits & Delivery Behavior

  • Max file size per upload: 10 MB (per individual file)
  • Max number of files: No explicit limit (upload as many as you need over time)
  • Delivery behavior: Files over 500 KB automatically send as clickable links
  • Clipboard paste: Paste images or files right into the composer with Cmd + V (macOS) or Ctrl + V (Windows/Linux)
  • Size optimization: Images may be compressed to reduce size and improve delivery
Why links? Sending larger files as links improves deliverability and makes downloads more reliable for recipients.

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How to Attach Media to a Message or a Comment on Desktop

Attaching media works the same way in Messaging mode and Comment mode—the button and steps are identical.
  1. In the message compose box, click the + icon. Media Add Pn
  2. Choose one:
    • Upload from your computer or Insert a GIF
    • Drag & drop the file into the composer, or click to browse your folders
    • Select from existing Workspace files (see next section)
  3. Confirm the file appears above the composer.
  4. (Optional) Click the x on a media item to remove it.
  5. Send the message or Save the comment.
Pro tip: You can copy/paste images directly into the compose box with Cmd + V (macOS) or Ctrl + V (Windows/Linux).Heads up: If you use a screen capture tool like CleanShot X, paste behavior may differ.

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How to Attach Media to a Message on Mobile

On Mobile, you can select and attach media and files to messages in three ways.

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1. Take a Photo/Video:

When composing a message, grant MessageDesk access to your camera. You can then upload and attach your media directly to your message.

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2. Select an Image/Video from your phone’s camera roll:

Tap “View Library” and select an image or media to upload and attach to your MessageDesk message.

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3. Select a document or media from your phone’s file library:

Tap “Choose from file library” to upload images, files, docs, etc. from your device’s connected file library.
**Known Limitations: iOS voice messages (.amr files) **or voice messages sent from iOS devices use the .amr format, which is not natively supported by most browsers. These files cannot currently be played back in MessageDesk.
Mobile Media Upload

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Insert Media from Existing Workspace Files

Reusing a file you’ve already uploaded keeps things consistent and fast.
  1. Click the + icon in the composer.
  2. Open the Workspace files tab.
  3. Browse or search, then select your media.
  4. The file attaches to your draft—send when ready.

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Where Media Works in MessageDesk

  • 1-on-1 messages – send photos, PDFs, and more to a single contact
  • Broadcasts (send individually) – attach the same file to each recipient’s message
  • Group SMS – share media that everyone in the group can see
  • Internal comments (desktop only) – add files teammates can reference inside the thread

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Tips for Smooth Sending

  • Keep each file ≤ 10 MB. Split large PDFs or compress images if needed.
  • Use .jpg for photos and .pdf for documents/forms.
  • HEIC (common on iPhone) is supported; convert to .jpg if a recipient can’t open HEIC.
  • Preview before sending to ensure the right file is attached—remove with the x if needed.

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How to download images

On mobile:
  • Force-touch (long press) an image and choose Save Image.
  • The image will download directly to your device.
Clean Shot2026 01 21at14 54 07 On desktop:
  • Click the media file in the message feed.
  • Click the download button on any image to save it directly to your computer.
Clean Shot 2026 01 21 At 13 43 23

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Frequently Asked Media Questions

Can I add multiple media attachments to a message?
Yes. Select additional files, and they’ll stack above the composer. Just keep each file ≤ 10 MB. Is there a limit to how many files I can upload to MessageDesk overall?
No explicit limit. You can upload as many files as you like to your workspace. Can I attach media to internal comments?
Yes. Comments support the same media attachments as messages. Does media work with group texts?
Yes. You can add media to any message type in MessageDesk. What happens if a file is over 500 KB?
It’s sent as a clickable link so your recipient can view or download it reliably. Why does my image look smaller than expected?
MessageDesk may compress images to reduce size and improve delivery. The linked version preserves the original file for download. Do media links expire?
Links are designed for reliable access and do not expire. If you need time-limited links for compliance, contact support to discuss options.