How to Attach Files in Outlook

Introduction 

Welcome to another insightful Microsoft 365 Insights video! In this video, we focus on how to attach files in Outlook and the benefits of sharing documents as links rather than traditional attachments. This guide will help you understand the modern approach to document sharing, ensuring you maintain control over your files while enhancing collaboration. 

Sharing Documents as Links 

In the new Outlook, sharing documents as links is the preferred method. Unlike traditional attachments, sharing via links allows you to retain control over your document. When you send a physical copy as an attachment, the recipient can forward, modify, or misuse the document. By sharing a link, you can manage permissions, revoke access if needed, and ensure the document remains secure.

To share a document as a link, start by drafting your email. Instead of browsing your computer for the file, use the "Attach" option in Outlook to access recent documents or navigate to your OneDrive or Teams files. This integration allows you to generate a link directly within the email, streamlining the process and maintaining control over your document.

Accessing Documents from OneDrive and Teams 

When attaching a document, you might notice the option to browse OneDrive. This feature also lets you access documents stored in Teams. By selecting "OneDrive," you can navigate to your Teams and groups, find the relevant channel, and select the document you wish to share. This seamless integration ensures you can easily locate and share files stored across your Microsoft 365 environment. 

Managing Link Permissions

Before sending your email, it's crucial to check the link permissions. Outlook will notify you if any recipients cannot access the document. You can manually verify and adjust permissions by clicking on the link and accessing the link management pane. Here, you can modify access levels, such as setting the link to view-only for external recipients. By selecting "recipients of the message," you ensure that all email recipients can access the document without needing to re-enter their email addresses.

Conclusion 

Attaching files in Outlook has evolved with the new Outlook, making it easier and more secure to share documents as links. This method allows you to maintain control over your files, manage permissions, and enhance collaboration. By following the steps outlined in this video, you can confidently share documents while ensuring they remain secure and accessible. Thank you for watching, and we hope you find these tips helpful for your document sharing needs.