From the course: Modern Project Management in Microsoft 365

Attach a project file to an email from a web location - Microsoft 365 Tutorial

From the course: Modern Project Management in Microsoft 365

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Attach a project file to an email from a web location

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While working on a project, you likely send many files by email to specific people. Instead of sending a copy of each file, which can quickly become outdated, you can share a file from a cloud document library such as OneDrive or SharePoint. Let's check out how to do this. I have a new message open already here that I've started composing, and I'm working in Outlook on the web. If you're working in the desktop Outlook application, that's what's installed on your computer, it's going to be a similar process, the command might be in a different location like the home ribbon. And then what choices you have may be slightly different, but you're going to get the same result. All right. So up here on the insert ribbon, what we want to do is we want to go over here to attach file. But before we do that, notice where my mouse cursor is. I want to make sure that it's inserted over here. And I will select Attach file. You can attach a file that's stored locally on your computer from OneDrive. You can also upload and share it or work with a link. But down here in suggested files, these are the files that you've worked with most recently, and chances are, if you're sharing a file via email, you probably just made some updates that you want other colleagues to take a look at. What we want to include for this one is this risk matrix. You'll notice that it was opened 23 minutes ago. I made some modifications to it. And so you can select something from here. Or if it happens to be in your OneDrive document library and you didn't work on it recently, you can go to OneDrive. These again are the recent files, and then to files over here in the navigation pane. And then you can browse through your folders and your files and make the necessary selection. We're going to go back though. So we're going to close out of this. Take you back in here once more. We are going to select this suggested file and notice the link that it has inserted based on where my mouse cursor was positioned. Now let's right click over this. A right-click is more options or what can I do with this. And notice at the top that it says that this link is set up for anyone that has it to be able to edit. You may see something different here based on how a policy is set up within your organization. So based on how they have sharing set up, it may be a little different. If we want to change this, let's select this area and it takes us into the link settings. If I want to make it available to only my colleagues within my organization, which is Landon Hotel, recipients of this message or people that already had access to it, we're going to set it to recipients of this message. And then down here in the more settings area, this is where you can choose if you want the recipients to be able to make edits to this file. And we have choices in here where they can view it or they can view it but not download it. We're going to set this to Can view and then select Apply. And now once we're ready composing this message, we've got everything set up. They're able to click on this link and view the file or based on the settings that you've selected, maybe even make some edits to it. That's how you can attach a project file to an email from a cloud location like OneDrive.

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