Aug. 26, 2024 – Bo – Microsoft 365 Business Consultant
The paperclip in Outlook is familiar to everyone. But are you familiar with the share button? That one is even more convenient!
Adding an attachment to e-mail may seem convenient, especially since it’s something you’ve been used to doing for the past few years. Yet you have probably experienced the disadvantages of this as well. For example, when you send an attachment to several people and want to get input on it; in no time you have several different versions of the same document. It then becomes difficult to extract the correct information.
If you use the share button, you don’t have this problem. This is because you don’t make a copy of the document but invite participants to work in your version. This way you are always sure that you are working in the correct version and changes are made in real time.
Is there a mistake? No problem! Thanks to the automatic version history, you can easily go back to a previous version and continue working there.
1. From the document library in SharePoint, Teams or OneDrive:
No matter where your documents are stored in Microsoft 365, the share button is always visible. With just 1 click, you can easily share a document with colleagues or even externals.
2. Copy link:
In addition to sharing, you can also choose the “Copy Link” option. This generates a link that works by default for those with existing access. This is useful if a colleague is looking for a specific document.
3. From the document:
Also while working in Word, Excel or PowerPoint, you have the option to share a document. This option is located at the top right of your screen and works the same way as the above image shows.
4. In an email:
Under the paperclip today, you will find not only the option to add an attachment, but also to generate a partial link. Click “Browse Web Locations” to find the appropriate document in SharePoint or OneDrive. Once you select it, a link is automatically created from it in your e-mail.
Tip: By right-clicking on a share link in the email, you can quickly view and adjust the current settings.
Not getting there or want more such practical tips? Then you’ve come to the right address! We are happy to help you and give you tips & tricks to make your work easier!
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