Outlook - Share a document securely with Outlook Video

Discover how to securely share documents via Outlook using OneDrive. Protect your files from unauthorized access by setting specific permissions and preventing downloads. Learn the step-by-step process to ensure the recipients can only view the document without compromising its security. Take control of your file access directly on OneDrive and manage permissions according to your preferences. Watch now to master the art of secure document sharing!

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Objectifs :

This document aims to provide a comprehensive guide on securely sharing documents with colleagues or partners via Outlook, emphasizing the importance of using OneDrive for enhanced security and access management.

Chapitres :

  1. Introduction
    In a professional environment, sharing documents with colleagues or partners is often necessary. However, directly attaching documents in emails can compromise their security. This guide outlines secure methods for sharing documents using OneDrive and Outlook.
  2. Secure Document Sharing Process
    To securely share a document, follow these steps: 1. **Upload to OneDrive**: Start by uploading the document to OneDrive. 2. **Compose Your Email**: After writing your message, click on 'Attach a file' and select OneDrive. 3. **Select and Share the File**: Choose the file you want to share and insert the link into your message. 4. **Set Permissions**: Right-click on the link and select 'Recipients can edit'. In the permissions window, you can set the desired access level.
  3. Setting Permissions
    By default, only the recipients of the message can edit the file. If you want the recipients to only view the file without making any changes, choose the 'View only' option. To enhance security, you can also select the option that prevents the file from being downloaded, allowing recipients to view the document without the ability to download it.
  4. Managing File Access on OneDrive
    You can manage file access directly on OneDrive by following these steps: 1. **Navigate to the Folder**: Go to the desired folder in OneDrive. 2. **Manage Access**: Right-click on the file to be shared and select 'Manage access'. 3. **Grant Access**: Click on this option and enter the email address of the person you want to grant access to, then confirm by clicking 'Grant access'. 4. **Adjust Permissions**: To check or modify permissions, return to the 'Manage access' menu, where you will see the names of those you have granted access. Click on a name to adjust their permissions.
  5. Re-inserting Modified Files in Outlook
    After modifying the access settings in OneDrive, return to Outlook to insert the file. Right-click on the file and go into the access settings. If you choose 'People with existing access', the configurations you made in OneDrive will be maintained.
  6. Conclusion
    Now you know how to securely share your documents in Outlook using OneDrive. By following these steps, you can ensure that your documents are shared safely, with appropriate permissions set to protect sensitive information.

FAQ :

How can I securely share documents with colleagues using Outlook?

To securely share documents in Outlook, upload the document to OneDrive first. Then, compose your email, click on 'Attach a file', select OneDrive, choose the file, and share the link. You can set permissions to allow recipients to either edit or view the document.

What are the different permission settings available when sharing a document?

When sharing a document, you can set permissions to 'Edit', which allows recipients to make changes, or 'View Only', which restricts them to viewing the document without making any edits. Additionally, you can prevent the file from being downloaded for enhanced security.

Can I manage access to my files after sharing them?

Yes, you can manage access to your files directly in OneDrive. Right-click on the file, select 'Manage Access', and you can adjust permissions or revoke access as needed.

What should I do if I want to change permissions for a shared document?

To change permissions for a shared document, go to OneDrive, right-click on the file, select 'Manage Access', and then click on the name of the person whose permissions you want to adjust. You can then modify their access level.

Is it safe to attach documents directly in Outlook?

Attaching documents directly in Outlook can compromise security. It is advisable to use OneDrive for sharing documents securely.

Quelques cas d'usages :

Collaborative Project Work

In a team project, members can upload documents to OneDrive and share links via Outlook. This allows for real-time collaboration while ensuring that sensitive information is protected through appropriate permission settings.

Client Document Sharing

When sharing sensitive documents with clients, use OneDrive to upload the files and share view-only links via Outlook. This prevents clients from downloading the documents while still allowing them to review the content.

Internal Policy Updates

HR departments can use OneDrive to share updated policy documents with employees. By sending a link through Outlook with restricted permissions, HR can ensure that only authorized personnel can view or edit the documents.

Training Material Distribution

Training coordinators can upload training materials to OneDrive and share them with participants via Outlook. By setting permissions to view-only, they can ensure that the materials are not altered while still being accessible for review.

Secure File Management

Organizations can implement OneDrive for secure file management. By sharing links through Outlook and managing access, they can maintain control over who can view or edit sensitive documents, enhancing overall data security.

Glossaire :

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, share them with others, and access them from any device with internet connectivity.

Email

A method of exchanging digital messages over the internet, commonly used for communication in professional environments.

Permissions

Settings that determine what actions users can perform on a shared document, such as editing or viewing.

Link Sharing

A method of sharing access to a document by providing a URL that others can use to view or edit the document.

View Only

A permission setting that allows recipients to view a document without the ability to make any changes.

Manage Access

A feature in OneDrive that allows users to control who can view or edit their files and to adjust permissions as needed.

résultat(s)
00:00:04
sharing documents with colleagues or partners via outlook.
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Email is often required
00:00:10
attaching the document directly may risk compromising its security.
00:00:14
So employing more secure methods to handle these shares is advisable
00:00:18
to securely share a document, start by uploading it to onedrive.
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After writing your message, click on attach a file and then choose onedrive.
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Select the file and share the link
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after inserting the link into your message, right, click on it,
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select recipients can edit
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in the window that opens set the desired permissions by default,
00:00:44
only the recipients of the message can edit the file.
00:00:47
However,
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if you want the recipients to only view the file without making any changes,
00:00:52
choose the view only option from the list
00:00:56
to enhance security, select the option preventing the file from being downloaded.
00:01:01
Thus,
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the recipient will only be able to view
00:01:03
the document without the possibility of downloading it.
00:01:07
Please note that you can also manage file access directly on onedrive
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to do this. Go to the desired folder. Then right, click on the file to be shared
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in the onedrive menu. Select manage access,
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click on this option and enter the email address of the person.
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You want to grant access to
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confirm by clicking on grant access
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to check or modify permissions. Return to the manage access menu.
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You will see the name of the person to whom you have granted access,
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click on their name to adjust the permissions according to your preferences.
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Now return to outlook and insert the file you
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have just modified by following the previous steps,
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right? Click on the file, then go into the access settings.
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If you choose people with existing access,
00:02:12
the configurations you made in onedrive will be maintained.
00:02:17
Now, you know how to securely share your documents in outlook.

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résultat(s)
00:00:03
Num ambiente profissional,
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partilha de documentos com colegas ou parceiros via outlook.
00:00:07
O correio electrónico é muitas vezes necessário
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anexar directamente o documento pode arriscar comprometer a sua segurança.
00:00:14
Portanto, é aconselhável empregar métodos mais seguros para lidar com essas ações.
00:00:18
para partilhar um documento com segurança, comece por carregá-lo no onedrive.
00:00:22
Depois de escrever a sua mensagem, clique em anexar um ficheiro e, em seguida, escolha onedrive.
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Seleccione o ficheiro e partilhe o link
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depois de inserir o link na sua mensagem, clique com o botão direito,
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os destinatários seleccionados podem editar
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na janela que se abre defina as permissões desejadas por padrão,
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apenas os destinatários da mensagem podem editar o ficheiro.
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No entanto,
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se pretender que os destinatários apenas visualizem o ficheiro sem efectuarem quaisquer alterações,
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escolha a opção apenas ver na lista
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para aumentar a segurança, seleccione a opção que impede que o ficheiro seja transferido.
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Assim,
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o destinatário só poderá visualizar
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o documento sem possibilidade de descarregá-lo.
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Por favor, note que também pode gerir o acesso aos ficheiros diretamente no onedrive
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para fazer isso. Vá para a pasta desejada. Depois, com a direita, clique no ficheiro a partilhar
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no menu do onedrive. Seleccione gerir acesso,
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clique nesta opção e introduza o endereço de e-mail da pessoa.
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Pretende conceder acesso a
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confirmar clicando em conceder acesso
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para verificar ou modificar permissões. Regressar ao menu Gerir acesso.
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Verá o nome da pessoa a quem concedeu acesso,
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clique no nome deles para ajustar as permissões de acordo com as suas preferências.
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Agora volte ao outlook e insira o ficheiro que você
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acabaram de modificar seguindo os passos anteriores,
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certo? Clique no ficheiro e, em seguida, aceda às definições de acesso.
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Se escolher pessoas com acesso existente,
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as configurações que fez no onedrive serão mantidas.
00:02:17
Agora, sabe como partilhar com segurança os seus documentos no Outlook.

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résultat(s)
00:00:03
In un ambiente professionale,
00:00:04
condivisione di documenti con colleghi o partner tramite Outlook.
00:00:07
La posta elettronica è spesso richiesta
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allegare direttamente il documento può rischiare di comprometterne la sicurezza.
00:00:14
È quindi consigliabile utilizzare metodi più sicuri per gestire queste condivisioni
00:00:18
per condividere un documento in modo sicuro, inizia caricandolo su onedrive.
00:00:22
Dopo aver scritto il messaggio, fai clic su Allega un file e quindi scegli OneDrive.
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Seleziona il file e condividi il link
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dopo aver inserito il link nel tuo messaggio, fai clic con il pulsante destro del mouse su di esso,
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i destinatari selezionati possono modificare
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nella finestra che si apre imposta di default le autorizzazioni desiderate,
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solo i destinatari del messaggio possono modificare il file.
00:00:47
Tuttavia,
00:00:48
se desideri che i destinatari visualizzino solo il file senza apportare modifiche,
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scegli l'opzione di sola visualizzazione dall'elenco
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per migliorare la sicurezza, seleziona l'opzione che impedisce il download del file.
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Quindi,
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il destinatario potrà solo visualizzare
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il documento senza la possibilità di scaricarlo.
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Tieni presente che puoi anche gestire l'accesso ai file direttamente su onedrive
00:01:12
per farlo. Vai alla cartella desiderata. Quindi, fai clic con il pulsante destro del mouse sul file da condividere
00:01:18
nel menu OneDrive. Seleziona gestisci l'accesso,
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fai clic su questa opzione e inserisci l'indirizzo email della persona.
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Vuoi concedere l'accesso a
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conferma facendo clic su concedi l'accesso
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per verificare o modificare le autorizzazioni. Torna al menu di gestione degli accessi.
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Vedrai il nome della persona a cui hai concesso l'accesso,
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fai clic sul loro nome per modificare le autorizzazioni in base alle tue preferenze.
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Ora torna a Outlook e inserisci il tuo file
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l'ho appena modificato seguendo i passaggi precedenti,
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giusto? Fai clic sul file, quindi accedi alle impostazioni di accesso.
00:02:09
Se scegli persone con accesso esistente,
00:02:12
le configurazioni effettuate in OneDrive verranno mantenute.
00:02:17
Ora sai come condividere in modo sicuro i tuoi documenti in Outlook.

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résultat(s)
00:00:03
В профессиональной среде
00:00:04
обмен документами с коллегами или партнерами через Outlook.
00:00:07
Часто требуется электронная почта
00:00:10
Прямое прикрепление документа может поставить под угрозу его безопасность.
00:00:14
Поэтому рекомендуется использовать более безопасные методы управления этими акциями
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Чтобы безопасно поделиться документом, начните с загрузки его в onedrive.
00:00:22
После написания сообщения нажмите «Прикрепить файл» и выберите onedrive.
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Выберите файл и поделитесь ссылкой
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вставив ссылку в сообщение, нажмите на нее правой кнопкой мыши,
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выбранные получатели могут редактировать
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в открывшемся окне задайте нужные разрешения по умолчанию,
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редактировать файл могут только получатели сообщения.
00:00:47
Однако
00:00:48
если вы хотите, чтобы получатели только просматривали файл без каких-либо изменений,
00:00:52
выберите из списка опцию «только просмотр»
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для повышения безопасности выберите опцию, запрещающую загрузку файла.
00:01:01
Таким образом,
00:01:01
получатель сможет только просматривать
00:01:03
документ без возможности его загрузки.
00:01:07
Обратите внимание, что вы также можете управлять доступом к файлам прямо в onedrive
00:01:12
для этого. Перейдите в нужную папку. Затем нажмите правой кнопкой мыши на файл, которым хотите поделиться
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в меню onedrive. Выберите «Управление доступом»,
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нажмите на эту опцию и введите адрес электронной почты человека.
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Вы хотите предоставить доступ к
00:01:30
подтвердите, нажав на кнопку «Предоставить доступ»
00:01:35
для проверки или изменения разрешений. Вернитесь в меню управления доступом.
00:01:39
Вы увидите имя человека, которому вы предоставили доступ,
00:01:43
нажмите на его имя, чтобы настроить разрешения в соответствии со своими предпочтениями.
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Теперь вернитесь в Outlook и вставьте файл, который вы
00:01:55
только что изменили, выполнив предыдущие шаги,
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верно? Нажмите на файл, затем зайдите в настройки доступа.
00:02:09
Если вы выберете людей с существующим доступом,
00:02:12
настройки, созданные в onedrive, будут сохранены.
00:02:17
Теперь вы знаете, как безопасно делиться документами в Outlook.

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résultat(s)
00:00:03
En un entorno profesional,
00:00:04
compartir documentos con colegas o socios a través de Outlook.
00:00:07
Con frecuencia se requiere el correo electrónico
00:00:10
adjuntar el documento directamente puede poner en peligro su seguridad.
00:00:14
Por lo tanto, es aconsejable emplear métodos más seguros para gestionar estas acciones
00:00:18
para compartir un documento de forma segura, empieza por subirlo a onedrive.
00:00:22
Después de escribir tu mensaje, haz clic en adjuntar un archivo y, a continuación, elige onedrive.
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Selecciona el archivo y comparte el enlace
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después de insertar el enlace en su mensaje, haga clic con el botón derecho en él,
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seleccione los destinatarios que pueden editar
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en la ventana que se abre, establezca los permisos deseados de forma predeterminada,
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solo los destinatarios del mensaje pueden editar el archivo.
00:00:47
Sin embargo,
00:00:48
si desea que los destinatarios solo vean el archivo sin realizar ningún cambio,
00:00:52
elija la opción de solo ver de la lista
00:00:56
para mejorar la seguridad, seleccione la opción que impide la descarga del archivo.
00:01:01
Por lo tanto,
00:01:01
el destinatario solo podrá ver
00:01:03
el documento sin posibilidad de descargarlo.
00:01:07
Tenga en cuenta que también puede administrar el acceso a los archivos directamente en onedrive
00:01:12
para hacer esto. Ve a la carpeta deseada. Luego, haga clic con el botón derecho en el archivo que desea compartir
00:01:18
en el menú de onedrive. Selecciona gestionar el acceso,
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haga clic en esta opción e introduzca la dirección de correo electrónico de la persona.
00:01:27
Quieres conceder acceso a
00:01:30
confirme haciendo clic en conceder acceso
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para comprobar o modificar los permisos. Vuelva al menú de gestión de acceso.
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Verás el nombre de la persona a la que has concedido el acceso,
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haga clic en su nombre para ajustar los permisos según sus preferencias.
00:01:52
Ahora vuelve a Outlook e inserta el archivo que has
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acabas de modificarlo siguiendo los pasos anteriores,
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¿verdad? Haga clic en el archivo y, a continuación, vaya a la configuración de acceso.
00:02:09
Si eliges personas con acceso existente,
00:02:12
se mantendrán las configuraciones que realizaste en onedrive.
00:02:17
Ahora ya sabe cómo compartir de forma segura sus documentos en Outlook.

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