Thu, 10/27/2011 - 08:14 — admin

Attaching SharePoint documents to e-mail messages

You can attach documents and document links 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.

Note that 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 link is created when you drag a document from the sidebar.
    To attach a document instead of a document link, hold the Alt key while dragging the document from the sidebar.
    You can change the default drag-and-drop action in the application options.
  • Copy a SharePoint document to e-mail. 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.
    The Copy command menu allows you 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.

Note: You can also attach SharePoint documents and links to other Outlook areas. For the full list of supported drag-and-drop targets, see Attaching and downloading documents.

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.

Configuring SharePoint drag-and-drop options

To change the default action of creating a link when attaching SharePoint documents to e-mail, click the arrow in the lower right corner of the harmon.ie ribbon group, or select Options from the harmon.ie sidebar menu, open the Advanced tab, and select the check box Drag files instead of document links to Outlook.

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