Office 365 Tip: Sharing links instead of sending copies

By February 4, 2019 Office 365, Tech Tip
Office 365 Tip - Sharing links

Ready to send off a file attachment to your colleagues for their review and feedback? Wait a second, because there’s a better way in Office 365 to more easily and seamlessly collaborate with others on the same document or project. Don’t send copies – send a link instead!

The trick is to use OneDrive to store your files and then share a link with everyone to the file (or even a folder with multiple items). Just save your file in OneDrive and you can use the share link feature in Office 365.

From Outlook

  1. While composing your email, go to Insert > Attach File > Browse Web Locations > OneDrive.
  2. Choose a file.
  3. Select Share link from the window that appears.

You can tell you’re sending a link rather than a copy of the file because the attachment icon has a cloud on it.

Bonus tip: Using SharePoint? Use this same method to share links to files in SharePoint libraries, but go to Insert > Attach File > Browse Web Locations > SharePoint instead.

From OneDrive

You can also share links to files or folders from OneDrive (or SharePoint).

  1. Select a file or folder.
  2. Choose Share on the toolbar.
  3. Enter the name(s) of the recipient and a message, then click Send.

You can also use the Copy Link feature if you would prefer to take the link and paste it into an email in Outlook.

Bonus tip: These same Share and Copy Link features appear in SharePoint libraries as well. Follow the same steps to share files and folders with your teammates from your SharePoint sites.

With sharing, you and the recipients can collaborate on the same files, at the same time. You don’t have to keep track of multiple copies in your inbox. And you don’t have to manually integrate different versions of the same files when people return their edited copies!


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