In her regular series for Cambridge Network members, software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she describes how to Send links rather than attachments (Windows 7 and Outlook)...
Tame your computer - send it securely
If you want to share one or more files with somebody in your organisation, it might be better to send a link to the item, rather than an attachment.
First of all, the recipient is more likely to work with the most up-to-date document as you reduce the risk of them opening an out of date version of the document from the email attachment. Also, you don’t need to worry about the size of the file you want to send via email. And last, but definitely not least, if your organisation has protected the documents using permissions, you ensure the recipient can only access those documents that they have the right to see.
- Navigate to the file or folder you want to send.
- To send a link to a folder, right-click anywhere in the address bar and select Copy address as text or to send a link to a file, hold down the SHIFT key, right-click the file and select Copy as path.
- In Outlook, press CTRL+K (to open the Insert Hyperlink dialog box), followed by CTRL+V (to paste the copied path; no need to first click in the box as the cursor is in the right spot).
- Click OK.
Spread the word among your colleagues and protect your company’s information!
PS I'm committed to sharing the best of what I know with others so please don't keep these tips a secret. If you enjoyed today's tip, please forward it to anyone you feel may benefit or reprint it (with full copyright and subscription information) in your newsletters and message boards. Got a tip to share? Submit it by emailing email@example.com - if your tip is selected, I'll publish it along with your name; the bragging rights will last a lifetime.
13 October 2014
Karen Roem offers software training and support through her company Roem Ltd. Contact her by email (Karen@roem.co.uk) or visit her website at www.roem.co.uk
Please note: Cambridge Network and Learning Collaboration members have the opportunity to book places on Roem Ltd courses at a reduced rate.