Outlook - How do I share a document securely with Outlook? Tutorial
In this video, you will learn how to securely share a document with Outlook.
Instead of attaching the document to your email, it is safer to add it to your OneDrive or SharePoint library.
This allows you to set permissions for who can view and edit the document.
When you share the link to your document from Outlook, the permissions you set in OneDrive or SharePoint are retained.
You can easily change the sharing permissions in the attachment drop-down menu.
Regularly checking and updating the permissions ensures the safety of your document.
This tutorial will help you securely share documents using Outlook in Microsoft 365.
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Use a Shared Mailbox
- 01:18
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Create and Manage Appointments in Delegated Calendars
- 02:04
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Send Emails on Behalf of Someone Else
- 01:13
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Mailbox Delegation Setup
- 01:59
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Calendar Delegation Setup
- 01:21
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Grant delegate access in Microsoft 365 administration
- 01:23
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Make changes to a text
- 01:05
- Viewed 82 times
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Consult the adoption of Copilot through Viva Insights
- 00:52
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Search from emails with Copilot
- 00:53
- Viewed 340 times
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Using Copilot in OneNote with Right-Click
- 01:21
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Organizing OneNote with Copilot
- 00:46
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Tracking changes in a Loop page with Copilot
- 01:16
- Viewed 74 times
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Summarizing a Loop Page with Copilot
- 00:55
- Viewed 64 times
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Generating Loop Content with Copilot
- 01:18
- Viewed 61 times
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Send invitations or reminders with Copilot
- 00:53
- Viewed 102 times
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Generate formulas from a concept
- 01:02
- Viewed 65 times
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Analyzing a OneDrive file with Copilot
- 01:25
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Analyzing multiple OneDrive documents with Copilot
- 01:01
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Use the Meeting Dashboard
- 02:48
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Respond to a Meeting Poll
- 01:30
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Create a Meeting Poll
- 02:48
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Display Three Time Zones
- 01:52
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View Other Calendars
- 00:50
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Open a Shared Calendar
- 01:29
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Share Your Calendar
- 01:54
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Use the Scheduling Assistant
- 01:42
- Viewed 67 times
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Use the Immersive Reader Feature
- 01:33
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Dictate Your Email to Outlook
- 01:35
- Viewed 62 times
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Translate Emails in Outlook
- 01:32
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Make Your Outlook Signature Accessible
- 01:12
- Viewed 59 times
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Add Accessible Tables and Lists
- 02:32
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Improve the Accessibility of Images in Emails
- 01:18
- Viewed 58 times
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Improve Email Accessibility
- 02:02
- Viewed 68 times
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Send Automatic Out-of-Office Replies
- 02:22
- Viewed 73 times
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Prepare for Time Out of Office (Viva Insights)
- 02:08
- Viewed 73 times
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Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
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Delay Email Delivery
- 01:10
- Viewed 74 times
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Use Conversation View
- 01:47
- Viewed 60 times
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Clean Up Your Inbox
- 01:18
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Organize Your Messages with Rules
- 02:01
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Use Categories
- 02:51
- Viewed 56 times
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Easily Sort Your Mails
- 01:38
- Viewed 65 times
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Automate Routine Actions
- 02:19
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Create an Email Template
- 01:40
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Create a task from a message
- 02:00
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Share a task list
- 03:10
- Viewed 122 times
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Create a task or reminder
- 01:50
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Task Module Overview
- 01:56
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Manage Teams online meeting options
- 01:56
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Edit or delete an appointment, meeting or event
- 01:50
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Create a reminder for yourself
- 01:59
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Respond to a meeting
- 01:00
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Create an appointment or meeting
- 01:44
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Create different types of events
- 01:46
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Edit and customize views
- 01:55
- Viewed 141 times
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Presentation and introduction to the calendar
- 01:35
- Viewed 142 times
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Search options
- 01:23
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Sort and filter emails
- 02:51
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Request a Read Receipt or Delivery Confirmation
- 02:01
- Viewed 193 times
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The Bcc Field in Detail
- 01:53
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Save and Print a Message
- 01:48
- Viewed 141 times
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Insert Elements in Emails (Tables, Charts, Images)
- 02:49
- Viewed 171 times
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Attach files efficiently in Outlook
- 02:20
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Process an incoming message
- 01:53
- Viewed 117 times
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Send an Email and Create a Draft in Outlook
- 03:10
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Organize into Folders
- 01:57
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Set Your Work Hours in Outlook
- 02:02
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Create and add a signature to messages
- 01:26
- Viewed 135 times
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Manage new message notifications
- 01:40
- Viewed 123 times
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Change the default font of your emails
- 01:05
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Manage Views
- 02:36
- Viewed 109 times
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Add and manage multiple accounts on Outlook
- 01:24
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Explore the Interface
- 03:22
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Introduce the new version of Outlook
- 02:01
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Survey Consumer Satisfaction Panel with ChatGPT
- 01:55
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Enhance Your Product on Social Media with ChatGPT
- 02:13
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Write a Product Description with ChatGPT
- 02:30
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Structure Your Product Launch Project
- 01:51
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Initiate a Market Research Study with ChatGPT
- 02:08
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Manage Storage Space
- 02:08
- Viewed 238 times
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Synchronize Your Teams and SharePoint Files on Your Computer
- 01:29
- Viewed 230 times
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Use Documents in a Synchronized Library Folder
- 01:32
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Make a File Request
- 01:24
- Viewed 255 times
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Restore Your OneDrive Space
- 01:42
- Viewed 234 times
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Find All Shares from the Same Person
- 01:08
- Viewed 247 times
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Modify Sharing Rules
- 00:53
- Viewed 243 times
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Check Granted Shares
- 00:48
- Viewed 230 times
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Protect My Document with a Password and Expiration Date
- 01:02
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Avoid Abusive Document Sharing
- 00:57
- Viewed 217 times
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Best Security Practices on OneDrive
- 01:27
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Use Recycle Bins to Restore Documents
- 01:49
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Search for Documents
- 01:31
- Viewed 227 times
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Use Document History or Restore a Document to a Previous Version
- 02:11
- Viewed 307 times
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Discover the Meaning of OneDrive Icons
- 02:16
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Sync OneDrive with a Computer
- 02:38
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Edit, Delete a Share
- 02:16
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Share and Collaborate OneDrive
- 02:45
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Power and Manage OneDrive
- 01:36
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What is OneDrive ?
- 01:14
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Objectifs :
This document aims to provide guidance on securely sharing documents via Outlook by utilizing OneDrive or SharePoint, ensuring control over who can view and edit the shared content.
Chapitres :
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Introduction to Secure Document Sharing
In today's digital workplace, sharing documents securely is crucial. When sending documents through Outlook, many users instinctively attach files directly to their emails. However, this method can compromise the security and control over the document, as recipients gain full access to edit and share the file without the sender's knowledge. -
The Risks of Direct Attachments
Attaching documents directly to an email can lead to several risks, including unauthorized editing and sharing. Once a document is sent as an attachment, the recipient can reply, copy, or modify the file freely. This lack of control can result in unintended changes or distribution of sensitive information. -
Using OneDrive and SharePoint for Secure Sharing
To mitigate these risks, it is advisable to upload your document to OneDrive or a SharePoint library before sharing it. This approach allows you to set specific sharing permissions, such as who can view or edit the document. By managing these permissions, you retain control over your content even after sharing it via Outlook. -
Steps to Share a Document Securely
Follow these steps to share your document securely through Outlook: 1. Upload your document to OneDrive or SharePoint. 2. Navigate to the file you wish to share. 3. Select 'Browse Web Locations' to find your document. 4. Click on 'Share Link' in the options that appear. 5. A link to your document will appear in the attachment dropdown menu. 6. Review the sharing permissions displayed below the document name and adjust them as necessary. 7. Share the link via Outlook, ensuring that the original permissions from OneDrive or SharePoint remain intact. -
Managing Permissions Regularly
It is essential to regularly check and manage the permissions of your shared documents. This practice ensures that only authorized individuals have access to your files and helps maintain the security of your sensitive information. By doing so, you can prevent unauthorized access and ensure that your documents are shared safely. -
Conclusion
In conclusion, sharing documents securely through Outlook requires a strategic approach. By utilizing OneDrive or SharePoint, you can maintain control over your documents and set appropriate permissions. Regularly reviewing these permissions enhances security and protects your valuable information from unauthorized access.
FAQ :
How can I securely share a document via Outlook?
To securely share a document via Outlook, upload it to OneDrive or SharePoint first. This allows you to set specific sharing permissions, such as who can view or edit the document, before sending the link through Outlook.
What are the risks of attaching documents directly in Outlook?
Attaching documents directly in Outlook gives the recipient full access to the file, allowing them to edit, copy, or share it without your knowledge. This can lead to unauthorized changes or distribution of sensitive information.
Can I change sharing permissions after sending a document link?
Yes, you can change the sharing permissions of a document even after sending the link. The permissions set in OneDrive or SharePoint will remain intact, and you can adjust them as needed.
What should I do if I want to revoke access to a shared document?
To revoke access to a shared document, go to the OneDrive or SharePoint library where the document is stored, find the document, and adjust the sharing permissions to remove access for specific users.
Quelques cas d'usages :
Collaborative Project Work
In a team project, members can upload documents to SharePoint and share links via Outlook. This ensures that everyone has the correct permissions to view or edit the documents, enhancing collaboration while maintaining control over the content.
Secure Document Sharing with Clients
When sharing sensitive documents with clients, use OneDrive to upload the files and set specific permissions. Send the link through Outlook, ensuring that clients can only view the document without editing rights, thus protecting your information.
Regular Permission Audits
For compliance and security, regularly check and update sharing permissions for documents stored in OneDrive or SharePoint. This practice helps prevent unauthorized access and ensures that only the intended recipients have access to 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.
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.
SharePoint
A web-based collaboration platform from Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.
Sharing Permissions
Settings that determine who can view or edit a document. These permissions can be customized to control access to the document.
Link Sharing
A method of sharing a document by providing a link that others can use to access the document, with specific permissions set for viewing or editing.