Outlook - Attach files efficiently in Outlook Tutorial

Discover how to efficiently attach files in Outlook! Learn to easily select files from your computer, OneDrive, or recently viewed files. Explore different permission settings for sharing links and overcoming sharing restrictions. Additionally, find out how to upload and share files through OneDrive. Master the art of sending attachments in Outlook with these insightful tips!

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Objectifs :

This guide aims to provide a comprehensive understanding of how to quickly add attachments in Outlook, covering various methods and settings for sharing files effectively.

Chapitres :

  1. Introduction to Adding Attachments in Outlook
    In this section, we will explore the process of adding attachments to your emails in Outlook. Understanding how to efficiently attach files can enhance your communication and streamline your workflow.
  2. Drafting a New Email
    To begin, start by drafting a new email. This is the first step in the process of adding attachments.
  3. Accessing the Attach File Option
    1. Click on the 'Insert' tab located in the ribbon at the top of the email window. 2. On the far left of the ribbon, you will find the 'Attach File' option. 3. Click on the small arrow next to it to open a drop-down menu with several options.
  4. Choosing Your Attachment Source
    You have multiple options for selecting files to attach: - **Browse This Computer**: Allows you to choose a file stored locally on your computer. - **OneDrive**: Lets you pick a file from your personal or business cloud storage. - **Recently Viewed Files**: Access files you have recently opened. - **Shared Files**: Select files that someone has shared with you.
  5. Attaching or Sharing the File
    Once you have chosen the file, you can either: - Attach it directly to your message. - Share the link with your recipient. If you choose to send the link and the file is stored on an enterprise cloud, be aware that sharing restrictions may apply for security reasons.
  6. Setting Permission for Shared Links
    If you opt to share a link, follow these steps: 1. Click on the link and then access the settings. 2. Choose the permission settings you want to grant your recipient from the drop-down menu: - Can edit - Can view - Can view but not download 3. After selecting the desired permission, click 'Apply' and then send your message.
  7. Handling Access Issues
    If a notification appears indicating that your recipient cannot access the link, you will need to send the file as an attachment directly in your email. This is necessary if your system administrator has restricted sending file links stored in the enterprise cloud to recipients outside your organization.
  8. Using the Upload and Share Feature
    Another feature available in the 'Attach File' menu is 'Upload and Share'. This allows you to: 1. Select a file on your computer and upload it to your OneDrive. 2. Choose the location for your file by clicking on 'Change Location'. 3. Optionally, create a new folder by renaming it and confirming by pressing 'Enter'. 4. Finally, click on 'Upload'.
  9. Final Considerations
    After uploading, you can send your message. However, keep in mind that the file restrictions mentioned earlier will still apply to recipients outside your organization. You can always modify the permissions by following the previous steps.
  10. Conclusion
    You now have a comprehensive understanding of the different options for sending attachments in Outlook. By following these steps, you can enhance your email communication and ensure that your files are shared securely and effectively.

FAQ :

How do I attach a file in Outlook?

To attach a file in Outlook, start by drafting a new email, then click on the 'Insert' tab. From there, select the 'Attach File' option, choose the file you want to attach from your computer or OneDrive, and then send your email.

What is OneDrive and how can I use it in Outlook?

OneDrive is Microsoft's cloud storage service. In Outlook, you can attach files directly from OneDrive, allowing you to share files stored in the cloud instead of sending them as attachments.

What are permission settings when sharing files?

Permission settings determine what actions your recipients can take with the shared file. You can choose options like 'can edit', 'can view', or 'can view but not download' when sharing a file from OneDrive.

What should I do if my recipient cannot access a shared link?

If your recipient cannot access a shared link, you will need to send the file as a direct attachment in your email, as there may be restrictions on sharing links with external recipients.

Can I upload files to OneDrive directly from Outlook?

Yes, you can upload files to OneDrive directly from Outlook using the 'Upload and Share' feature, which allows you to select a file from your computer and upload it to your OneDrive account.

Quelques cas d'usages :

Sending Project Files to Team Members

When working on a project, team members can use Outlook to send project files as attachments or share links to files stored in OneDrive, ensuring everyone has access to the latest documents.

Sharing Large Files with Clients

For large files that exceed email size limits, professionals can upload the files to OneDrive and share the link with clients, adjusting permission settings to control access.

Collaborating on Documents

Using Outlook, teams can collaborate on documents by sharing links to files stored in OneDrive, allowing multiple users to edit the document simultaneously while managing permissions.

Organizing Files in OneDrive

Users can upload files to OneDrive from Outlook and organize them into folders, making it easier to manage and locate files for future reference.

Managing File Access for External Partners

When sharing files with external partners, organizations can use Outlook to send attachments or links while applying strict permission settings to protect sensitive information.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Insert Tab

A section in the Outlook ribbon that provides options to add various elements to an email, including attachments.

Attach File

An option in Outlook that allows users to add files to their email messages.

OneDrive

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

Enterprise Cloud

A cloud computing environment that is used by organizations to store and manage data securely, often with specific access restrictions.

Permission Settings

Options that determine what actions recipients can take with shared files, such as editing, viewing, or downloading.

Upload and Share

A feature that allows users to upload files from their computer to OneDrive and share them with others.

Change Location

An option that allows users to select a different folder or location in OneDrive for storing uploaded files.

résultat(s)
00:00:05
Start by drafting a new email and then click on the insert tab
00:00:10
on the far left of the ribbon. You'll find the attach file option.
00:00:14
Click on the small arrow to open the drop down menu.
00:00:17
Several options will be available to you.
00:00:21
Selecting browse this computer allows you to choose
00:00:24
a file stored locally on your computer.
00:00:26
The onedrive option lets you pick a file
00:00:29
from your personal or business cloud storage.
00:00:33
You can select a recently viewed file, a
00:00:36
file present in your online storage space
00:00:39
or a file that someone has shared with you.
00:00:42
Once you've chosen the file,
00:00:44
you can either attach it directly to your
00:00:46
message or share the link with your recipient.
00:00:50
If you opt to send the link and the file is stored on an enterprise cloud.
00:00:54
A sharing restriction might be applied for security reasons.
00:00:58
Click on the link, then click here to access the settings.
00:01:01
Choose from the drop down menu,
00:01:03
the permission settings you want to grant your recipient
00:01:06
can edit, can view or can view but not download.
00:01:12
Once the type of permission is chosen, click apply
00:01:16
and then send your message.
00:01:18
If a window indicates that your recipient cannot access the link,
00:01:21
you will need to send it as an attachment directly in your email.
00:01:25
Because your system administrator has restricted the sending of file links
00:01:28
stored in the enterprise cloud to recipients outside your organization.
00:01:34
The last feature available in the attached file menu is upload and share,
00:01:39
which allows you to select a file on your computer and upload it to your onedrive.
00:01:43
For sharing.
00:01:44
You can then choose the location where your
00:01:46
file will be stored by clicking on change location
00:01:49
and optionally creating a new folder,
00:01:52
rename this folder, then confirm by pressing enter
00:01:56
and finally click on upload.
00:01:58
You can now send your message but keep in mind that the
00:02:01
file restrictions previously mentioned will still
00:02:04
apply to recipients outside your organization.
00:02:07
You can always modify it by following the previous steps
00:02:11
and that's it.
00:02:12
You now know the different options for sending attachments in outlook.

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