Overview
With Microsoft you can choose to either attach files or send access-controlled OneDrive and SharePoint document links. Learn how the two options differ and how to use the features on different email clients.
Audience
ECU community members using Microsoft-enabled email services.
Table of Contents:
CAUTION - OneDrive and SharePoint links allow you to control permissions and collaborate in real-time. This method is inherently more secure but extra care is required to ensure recipients have the intended access.
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Scenario
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Risk
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| You want your recipient(s) to collaborate on a central document rather than maintaining multiple versions and copies. |
Additional collaborators may need to be given access later. |
| You are sharing a sensitive document with internal or external addresses and need to limit who can view or edit its contents. |
Additional collaborators may need to be given access later. |
| You are sending a read-only file to a university shared email address and you know which individuals are currently associated with the address (e.g., ap@ecuad.ca). |
You must remember to allow specific individuals to access the document. If you miss anyone, they will need to request access later. |
| You attempt to open a shared document link that was emailed to you. |
If the sender forgot to give you permission, you will need to request access before you can view or edit the document. |
Instructions
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Step 1: Select Insert / Attach File.
Step 2: Select Browse Web Locations.
Step 3: Choose OneDrive or SharePoint.
Step 4: Use the new File Explorer Window to select file(s).
Step 5: Choose Share links.
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Step 1: Drag and drop your file onto the message body.
Step 2: Choose Upload to OneDrive and share link.
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Follow the process for Windows Outlook (New) outlined above.
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Step 1: Browse to your OneDrive desktop app.
Step 2: Use Quick Actions to Copy Link or Manage Access.
Step 3: Paste the link into the email body.
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Step 1: Go to the OneDrive online app.
Step 2: Select the '..'. and use Copy link or Manage Access
Step 3: Paste the link into the email body.
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Step 1: Select Attach File / Browse Cloud Locations
Step 2: Choose OneDrive or SharePoint.
Step 3: Use the new finder window to select file(s).
Step 4: Paste the link into the email body.
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CAUTION - With file attachments, you are sending a unique copy of a given file with no control over who can view or edit the document. This method is inherently less secure but is useful in certain scenarios.
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Scenario
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Risk
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| You want your recipient(s) to retain their own personal copy of the document(s) and there is no expectation to collaborate. |
The document could be shared with unintended audiences. |
| You are inviting your recipient(s) to forward your document to their friends and colleagues (e.g., a promotional poster). |
The document could be shared with unintended audiences. |
| You are sending a read-only file to a university shared email address and you do not know which particular individuals are currently associated with the address (e.g., theshow@ecuad.ca). |
The document could be shared with unintended audiences. |
| You are opening a file attached to an email you just received. |
File attachments are a common mechanism for delivering malware to unsuspecting users. |
Instructions
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Drag and drop your file onto the message body - file attachment is the default.
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Step 1: Drag and drop your file(s) onto the message body.
Step 2: Choose Attach Files.
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Follow the process for Windows Outlook (New) outlined above.
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Drag and drop your file onto the message body - file attachment is the default.
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Drag and drop your file onto the message body - file attachment is the default.
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