- [Instructor] File attachments are either the coolest thing
about email or one of its biggest curses.
If I send a file to someone as an attachment,
then I'm making at least two more copies of the file.
One sits in my sent items folder,
the other in my recipient's inbox.
If I send a file to 20 people
I have 21 new copies of the document,
and having that many copies can create chaos.
What if two or three of the recipients
each edit the document?
They could even make the same changes
and they wouldn't even know.
So there's a better approach.
If I have a document that I store in a shared location
like OneDrive, SharePoint, or some other cloud storage
my organization uses to share documents,
and rather than sending an attachment I send a link
to that document stored in the cloud,
everyone who clicks the link I send them
is getting the most recent version of the document.
I don't have multiple copies to manage.
And whenever someone opens the document
at any point in time, they'll see the document
as it was last edited by me or by their colleagues.
Here's how this works.
I want to attach a file to this email
that I'm sending to Reggie.
If it's a file I've worked with recently,
this is super sweet.
I just hit the slash key and I get a list of the documents
that I worked with most recently
and I'm actually going to grab this one.
And when I do that document stored in the cloud
is sent as a link.
If I point to it you can actually see the link that shows it
on our SharePoint site in a group called residential sales.
That's pretty cool.
So if I send this to Reggie,
then Reggie can make changes in it,
I can view the changes Reggie makes.
That all works really, really slickly.
What if the document is someplace else though,
it's not one of the documents that are the last three
that I have worked with?
Well, in that case in my message, I'll go to insert
and I'll choose to attach a file,
but I'll go get that file from OneDrive,
or I can choose to upload a document
if I haven't put it in cloud storage.
So if I have a document in the documents folder
in my local machine and I choose upload and share
what will happen is I'll have my document
automatically uploaded to the cloud and also shared.
So either OneDrive or upload and share work very well.
If you use browse this computer you can find the document
but upload and share and choosing, for example, OneDrive,
or somewhere else makes it really easy to be able to
share a link rather than sharing the document.
If before you send this you decide you need to remove
the attachment, just delete it as you would
any other text in the document.
So if I hit the slash and add a document,
it appears as an inline link.
If on the other hand I use attach file
and I choose OneDrive, or I choose upload and share,
either option,
I'll be prompted to upload
and then my uploaded document will also appear
as an inline document.