Summary
This article explains how to share files in Outlook email using SharePoint or OneDrive links instead of attachments. It applies to all USNH faculty, staff, and students who use Microsoft 365 and want to collaborate more effectively while reducing duplicate files, version confusion, and unnecessary storage consumption.
How-To
Task: Share a SharePoint or OneDrive file as a link instead of sending it as an email attachment.
Instructions
Step 1 - Locate the file in SharePoint or OneDrive.
Step 2 - Select Share.
Step 3 - Select the Settings (gear) icon next to Copy Link.
Step 4 -
Important! Review the sharing permissions and confirm the intended recipients will have access to the file, then select Apply.
Step 5 - Select Copy Link.
Step 6 - Paste the link into your email message.
Why not just use Outlook's 'Attach File' option?
Outlook can only offer a sharing link when it can locate the file. This works well for files in OneDrive or your recent files list, but SharePoint documents can be harder to find using this Outlook option if they aren't synced or recently accessed. Sharing directly from your SharePoint or OneDrive file itself builds a good habit that is more reliable and helps ensure everyone works from the same file.
Why share a link instead of an attachment?
Outcome
A link will be created to the file rather than sending copies through email attachments. Recipients will access the same document, allowing everyone to work from the latest version while benefiting from real-time collaboration, version history, and centralized access management.
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.