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!


Recent Posts / View All Posts

2019 State of the IT Industry Landscape by OXEN Technology

2019 State of the IT Industry Landscape, Part 5: The Internet of Things and Wireless

| Infrastructure, Leadership | No Comments
In the fifth and final installment of our 2019 update on the state of the IT landscape, we look at two more industry trends: the Internet of Things (IoT) and wireless and wi-fi technologies. What are they, and why is demand increasing? Why is cybersecurity still of constant importance in these areas? Industry Trends: The Internet of Things (IOT) What is the Internet of Things? The IoT is a global network of objects that collect and communicate data via the internet. It extends Internet connectivity beyond laptops, phones, and tablets to an extremely diverse range of “things”. IoT devices include…
2019 State of the IT Industry Landscape by OXEN Technology

2019 State of the IT Industry Landscape, Part 4: The Cloud

| Cloud Solutions, Leadership | No Comments
This is part four of OXEN Technology’s 2019 update on the state of the IT landscape. In the first three parts we covered: the accelerating changes affecting the IT industry, the current economic outlook for the U.S. and the IT industry, and the growing importance of cybersecurity. In this section, we look at the effects of the cloud and cloud computing. Industry Trends: Cloud The future is here. Predictions of rapid adoption of cloud-based applications from only two years ago are already history. Today 91% of businesses claim to be using some sort of cloud computing. (And many small businesses…
Resizing and Cropping Images in Microsoft Paint

How to Resize and Crop Images in Microsoft Paint

| Tech Tip | No Comments
Microsoft Paint is a simple graphics editor included with the Windows operating system. If you need to do some basic image editing, Paint is the perfect lightweight app. In this tech tip, we'll look at two tasks: how to resize an image and how to crop an image. Resizing an Image Open an image in Paint. Right click on the image file and choose Open with > Paint. Choose Resize from the toolbar. In the window that appears, you can resize based on percentage or pixels. Choose which option at the top. Make sure Maintain aspect ratio is selected at…