Attaching SharePoint documents to e-mail messages

You can attach documents and document hyperlinks (also known as a Lotus Notes link hotspot) to e-mail messages. Creating a link instead of making a copy of a document allows you to manage document revisions effectively, as well as to save storage space on your e-mail server.

SharePoint document links are only available to recipients that have access to the SharePoint library, and have sufficient permissions to view the document.

To attach a SharePoint document to an e-mail message:

Select one of these methods:

• Drag a SharePoint document to an outgoing e-mail message to attach it. By default, a document hyperlink is created when you drag a document from the sidebar.
  To attach a document instead of a document hyperlink, hold the Alt key while dragging the document from the sidebar.
  You can change the default drag-and-drop action in the application preferences.
• Right-click a document in the sidebar and select the Copy command menu; then paste the document, link, or URL into the e-mail message body.
  Use the Copy command menu to:
  • Copy the Document file.
  • Copy a Link to the document. This places the document name with a hyperlink to its location as text on the Clipboard.
  • Copy the Address of the document. This places the URL of the document as text on the Clipboard.
• Use the SharePoint button located in the action bar of an outgoing e-mail message. Select Insert a document link or Insert a document, browse through the configured SharePoint sites, and select the document you want to attach. If you do not see the SharePoint site that you want to select, click the Add Site icon to add it.
  Note: The SharePoint button is an optional component. Read more about the features it provides and how to install it in Working with e-mail.
  

Note: You can also attach SharePoint documents and links to other Lotus Notes applications. See the following list.

You can drag SharePoint documents to these Lotus Notes locations:

• An e-mail message body, for creating an e-mail attachment (read more in Working with e-mail).
• A Notes calendar entry's description.
• A SharePoint calendar event's attachment area (read more in Accessing SharePoint calendars).
• A Sametime^® chat window (read more in Integrating with instant messaging).
• A To Do item's description.
• A Contact's comments area.
• A Notebook entry.

To attach a link to an old version of a SharePoint document to an e-mail message:

• Right-click the document and select Version History.
• Locate the version you want to attach and click the Copy Link icon () next to it.
• Paste the link into an outgoing e-mail message.

To configure SharePoint drag-and-drop options:

To change the default action of creating a link when attaching SharePoint documents to e-mail, open File > Preferences > harmon.ie, and select the check box Drag-and-Drop > Drag files instead of document links to Lotus Notes applications.

To reverse the behavior set in the preferences, hold the Alt key while dragging a document from the sidebar.