Document Links & Email Attachments

Body

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.

Document Links

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.

Scenarios & Risks

Scenario	Risk
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

Windows Outlook (Classic)

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.

Windows Outlook (New)

Step 1: Drag and drop your file onto the message body.

Step 2: Choose Upload to OneDrive and share link.

Outlook Web Application (OWA)

Follow the process for Windows Outlook (New) outlined above.

Apple Mail + OneDrive (Desktop)

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.

Apple Mail + OneDrive (Online)

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.

Outlook for macOS

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.

File Attachments

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.

Scenarios & Risks

Scenario	Risk
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.
The recipient(s) addresses are outside of ECU (e.g., a government agency).	The document could be shared with unintended audiences. Note that it is possible to share links with external addresses - see this article for more information.
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

Windows Outlook (Classic)	Drag and drop your file onto the message body - file attachment is the default.
Windows Outlook (New)	Step 1: Drag and drop your file(s) onto the message body. Step 2: Choose Attach Files.
Outlook Web Application (OWA)	Follow the process for Windows Outlook (New) outlined above.
Apple Mail	Drag and drop your file onto the message body - file attachment is the default.
Outlook for macOS	Drag and drop your file onto the message body - file attachment is the default.

SharePoint & Attachments

Files hosted in SharePoint are most commonly shared to team + channel members using links. However, in some scenarios a unique attachment is actually required.

Scenarios & Risks

Scenario	Risk
You want your recipient(s) to maintain their own unique copy of the document.	The recipient may share or forward that document to additional parties.
The recipient(s) are external to Emily Carr University.	You will not be able to collaborate together in real time.

Note - This method works best for SharePoint folders whose contents frequently need to be emailed as an attachment.

Instructions
	Step 1: Locate your folder in Microsoft Teams App or SharePoint. Either method will work the same.
	Step 2: Click the folder link icon to Add shortcut to OneDrive.
	Step 3: Ensure the link was successfully added. If you already have a folder at the root of your OneDrive with the same name, or if the link already exists you may get an error.
	Step 4: Open the OneDrive desktop application on your computer to find the shortcut you created. If it's your first time using the app, you may need to sign in with your ECU credentials.
	Step 5: The SharePoint files within this folder can now be attached to an email, the same as any file from your computer. See File Attachments section of this article for mail-client specific instructions.