How To Attach Sharepoint File To Outlook Email?

Are you having trouble attaching a SharePoint file to an Outlook email? You’re not alone. As technology has advanced, it’s become increasingly difficult to keep track of how to effectively use different tools and applications. Fortunately, attaching SharePoint files to Outlook emails is actually quite simple. In this article, we’ll show you how to easily attach SharePoint files to Outlook emails, allowing you to continue your work seamlessly.

Attaching SharePoint Files to Outlook Email

Microsoft Outlook and Microsoft SharePoint are two of the most popular tools for managing and organizing documents for businesses and individuals. Both programs are powerful and often used together to effectively collaborate on documents and files. This article will provide an easy guide on how to attach a SharePoint file to an Outlook email.

Step 1: Log into SharePoint

The first step in attaching a SharePoint file to an Outlook email is to open the SharePoint page you need access to. If you are part of an organization, your IT department will provide you with the URL to access the page. If you are part of an individual organization or have a personal SharePoint account, you can access the page by logging in with your username and password.

Step 2: Locate the File in SharePoint

Once you have successfully logged into SharePoint, you will need to locate the file you want to attach to your Outlook email. Depending on the size of your organization and the number of users, the file might be located in a folder or library, or it might be displayed on the main page. You can also use the search bar to locate the file.

Step 3: Open the File

Once you have located the file, you will need to open it. This can be done by clicking on the file name. Depending on the type of file, it may open in SharePoint or in a separate window. If the file is in a format that is not supported by SharePoint, the file will open in a separate window.

Step 4: Copy the File URL

Once you have opened the file, you will need to copy the URL of the page. This can be done by right-clicking anywhere on the page and selecting “Copy link address” or “Copy link” from the menu. Once the URL has been copied, you can close the window.

Step 5: Open Outlook and Compose Email

The next step is to open Outlook and compose a new email. You can do this by clicking on the “New” button in the Outlook home page. This will open a new window where you can type in the recipient’s email address, subject line, and message.

Step 6: Attach File from SharePoint

Once the email has been composed, you can attach the file from SharePoint by clicking on the “Attach” button in the email window. This will open a new window where you can paste the file URL you copied earlier. Once the URL has been pasted, click on the “Attach” button and the file will be attached to the email.

Step 7: Send the Email

The final step is to send the email with the attached file. You can do this by clicking on the “Send” button in the email window. Once the email has been sent, the file will be attached to the email.

Tips for Attaching Files from SharePoint

• Make sure you have the correct URL for the file.
• Make sure that you have the correct permissions to access the file.
• If the file is in a format that is not supported by SharePoint, you may need to download the file and attach it to the email.
• Make sure that the file size is not too large for Outlook to handle.

Troubleshooting

If you are having trouble attaching files from SharePoint, the first step is to make sure that you have the correct permissions to access the file. If you are still having trouble, you can contact your IT department for help.

Frequently Asked Questions

What is SharePoint?

SharePoint is a web-based collaboration platform that enables organizations to share documents, collaborate on projects, and manage content. It allows users to store, organize, share, and access information from any device with an internet connection. SharePoint can be used to create team sites, which are collections of documents, lists, and other resources that are available to members of a team. Additionally, SharePoint also provides features for managing content, such as document libraries, lists, and workflow.

SharePoint is a powerful tool for organizations, as it can streamline collaboration, provide access to information from any location, and enable users to quickly find and share data. It is an important part of the Microsoft Office 365 suite of products, and is used by businesses of all sizes.

How do I attach a SharePoint file to an Outlook email?

To attach a SharePoint file to an Outlook email, you will need to open the file in a web browser and then right-click on the file. From the menu that appears, select “Copy link”. This will copy the URL of the file to your clipboard.

Next, open Outlook and create a new message. In the body of the message, paste the URL of the file. When you send the message, the recipient will be able to click on the link to view or download the file. Additionally, you can also attach the file directly to the email by clicking the “Attach” button and navigating to the file’s location in your SharePoint library.

What is the difference between attaching a SharePoint file and attaching a file from your computer?

The main difference between attaching a SharePoint file and a file from your computer is the location of the file. When you attach a file from your computer, the file is stored on your local hard drive or cloud storage service. When you attach a SharePoint file, the file is stored in the SharePoint library, which is accessible to anyone with the correct permissions.

Additionally, when you attach a file from SharePoint, the recipient of the email can access the file without downloading it. This is because the file is stored in the cloud, so the recipient can simply click the link to view or download the file. When you attach a file from your computer, the recipient must download the file before viewing it.

What are the benefits of attaching a SharePoint file to an Outlook email?

The main benefit of attaching a SharePoint file to an Outlook email is that it allows you to quickly and easily share files with others. Since the file is stored in the cloud, the recipient can access the file from any device with an internet connection. Additionally, you can also track who has accessed the file, as well as when they accessed it.

Another benefit of attaching a SharePoint file to an Outlook email is that it simplifies the process of collaboration. You can easily share files with multiple people and track who has made changes to the file. This makes it easy to collaborate on projects and keep everyone up-to-date with the latest version.

Can I preview a SharePoint file before attaching it to an Outlook email?

Yes, you can preview a SharePoint file before attaching it to an Outlook email. To do this, you will need to open the file in a web browser and click the “Preview” button. This will open a preview of the file, which you can view before sending the email.

Additionally, you can also use the “Preview” button to check if the file is up-to-date before attaching it to the email. This is useful if you are collaborating on a file and want to make sure the recipient is receiving the latest version.

How secure is attaching a SharePoint file to an Outlook email?

Attaching a SharePoint file to an Outlook email is fairly secure, as long as the correct permissions and security settings are in place. SharePoint files are stored in the cloud, which means they are accessible to anyone with the correct permissions. Additionally, SharePoint also provides features for setting access levels, such as user roles and group permissions.

Additionally, SharePoint also has features for tracking who has accessed a file and when they accessed it. This can be useful for ensuring that the file is only accessed by authorized users. Finally, you can also use Outlook’s encryption feature to protect the contents of the email.

Attaching SharePoint files to Outlook emails can be a daunting task. But with the right tools and knowledge, it can be done quickly and easily. By understanding the steps, setting up the appropriate permissions, and following the instructions, you can quickly attach a file from SharePoint to an Outlook email, and make the process of sharing documents and information simpler and faster.