Learn how to create an email message and attach a link to a file that is stored in the cloud, and set permissions for how recipients will be able to access the file.
- [Narrator] When you need to share files with other people, you may think about attaching them to an email message and sending it off. Thing is, everybody gets their own copy of that file. If you need them to make adjustments to it, you get those copies back and need to consolidate everything, a better option might be to save your files to the Cloud. And that way you can send out a link to the file, even set up access and permissions to that file. As we're going to do here in Outlook, here in Office 365. As you can see I've started a message.
It's going out to this guy named David Rivers. When we go up to attach a file, if the file is stored already in the Cloud you get some different options. So clicking attach file will give us a list of recent items. You may see one on here that has the Cloud icon next to it, indicating that it has been saved in an online location. And if you were to attach this, you'd have the option of just sending a link to the file. The people receiving it, in this case it's a Word document, don't even have to have Word installed.
They can do their edits, if you give them permission, right online in their browser. Now if you don't see any you can go down to your web locations. If you're connected to Sharepoint services or OneDrive, for example, you can select from those and grab those files to be sent out as a link. I have one here on my recent list that I'm going to select. Here's where I see the option to share a link. Or if I want to I can still attach it, as a copy. Everyone receives their own separate copy of the file though, remember that.
With share link, a link is going to be attached as opposed to the entire file. And when people receive it, depending upon the permissions you give them, they'll be able to open it up right in their browser. You can see by default, anyone can edit but click the dropdown to see some different permission options. When we go to change permissions you'll see some options for editing and viewing. You can set it so that anyone can edit or only view, in your organization. If you're using Sharepoint services you'll see options that include organization can edit or view.
Or you may want to narrow it down just to the recipients in your email, allowing them to edit or view only, the file that you're sharing with them via a link. They'll be accessing that file in its' online location and opening it up in their version of Word, Excel, PowerPoint, etc. But they can do it all online. Again, they don't need to have those apps installed. There are online versions that will open up in a browser, giving them access to edit if you let them. I'm gonna choose recipients can edit.
You can see that changes here in my attached file. All I have to do now is send it out. The receiver on the other end will receive the link. They can click the link. Their default browser opens up with that Word document showing up right there in their browser, in the online version of the app. In our case, Microsoft Word.
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