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How to attach SharePoint file to Email

Attaching a SharePoint file to an email is not typical copy-past activity that you would do normally with a file from your computer. SharePoint is designed for cloud-based collaboration so you would usually send a link to the SharePoint file in the mail.

If You're Using Outlook (Web or Desktop)

  • Compose a new email: Open Outlook and start composing your email.
  • Insert Link:
    • Outlook Web: Click on the "Insert" option at the top of your compose window, then select "Link", and choose "Insert Link".
    • Outlook Desktop: Click on the "Attach File" icon, then choose "Browse Web Locations" or "SharePoint", depending on your version of Outlook.
  • Choose File from SharePoint: Navigate to the SharePoint file you want to share.
  • Based on the version of the outlook, it will give you two options. If you select the first option, the document will be shared as a link, and if you select the second option, the document will be shared to all the recipients as a separate document copy.
  • The advantage of sharing as a link is that the recipients can see the latest changes and respond to them.
  • Ensure that the permissions for the file are set correctly in SharePoint so that the recipients have access to view or edit the file.
  • Send Email: After inserting the link or attaching the copy, and composing your message, send the email as usual.

If You're Using Another Email Client

  • Access SharePoint: Open SharePoint and navigate to the file you want to share.
  • Copy Link:
    • Find the file in SharePoint.
    • Click on the "Share" or "Copy link" button next to the file.
  • If you click on Copy link, then the link will be copied to clip board and can be pasted to email.
  • You can select the target audience by selecting the Settings link. You can either share the document with people in your organization or you can choose the people by emails.
  • Choose the appropriate permissions (anyone with the link, people in your organization, specific people).
  • Copy the generated link.

· When you click on the Share link, it will open a box and you can specify email, groups and you can directly send link to those recipients.

· Paste Link in Email: Go to your email client, compose a new email, and paste the copied link into the body of your email.

· Send Email: After composing your message, send the email.

By sending a link instead of an actual file, you can ensure that everyone has the most up-to-date version of the document and you can manage access more securely and effectively.

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