How To Attach A Document From SharePoint To An Email

Are you tired of constantly searching for the right document to attach to your emails? Look no further! With our step-by-step guide, you can easily attach any document from SharePoint to your email without any hassle. Say goodbye to wasting time and hello to productivity!

What is SharePoint and How Does it Work?

SharePoint is a web-based collaborative platform that seamlessly integrates with Microsoft Office. It serves as a secure storage, organization, and sharing tool for information accessible from any device. Through document management, business process automation, and application integration, SharePoint enables smooth collaboration. Moreover, it supports extensive customization and configuration, making it adaptable to different business needs and industry-specific requirements.

How to Attach a Document from SharePoint to an Email

Sharepoint is a powerful tool for organizing and storing documents, but what if you need to send one of those documents to someone outside of your organization? Luckily, it’s easy to attach a document from SharePoint to an email. In this section, we’ll walk through the step-by-step process of attaching a document from SharePoint to an email. From accessing the document library to adding a personal message, you’ll have all the information you need to successfully send your document.

Step 1: Access the Document Library in SharePoint

1. To begin, access the SharePoint site and log in using your credentials.
2. Next, navigate to the ‘Documents’ or ‘Library’ tab on the homepage and click on it.
3. Browse through the folders to locate the specific document you wish to attach.
4. Once you have found the document, click on it to open it and view its URL.

Step 2: Select the Document to Attach

When attaching a document from SharePoint, follow these steps:

1. Navigate to the designated document library in SharePoint.
2. Locate and click on the desired document to attach.
3. After selecting the document, proceed by copying its URL for the email attachment.

To ensure a smooth process, make sure the document has the appropriate sharing permissions enabled to avoid any access issues for recipients.

Step 3: Copy the Document’s URL

1. To access the document in SharePoint, follow these steps:
2. Locate the document’s URL.
3. Right-click on the document’s title or icon, then select ‘Copy link address.’

Step 4: Open Your Email and Create a New Message

1. Open your email client or webmail service.
2. Click on the ‘Compose’ or ‘New Message’ button to create a new email.
3. Address the email to the recipient by entering their email address in the ‘To’ field.
4. Enter a concise and clear subject line related to the document you are attaching.
5. In the body of the email, you can write a brief message or description if needed.
6. Proceed to attach the document from SharePoint using the document’s URL.
7. Review the email and then click on the ‘Send’ button to send the email with the attached document.

Step 5: Insert the Document’s URL into the Email

• Once you have copied the document’s URL, go to the email you are composing.
• Place your cursor where you want the link to be inserted in the email body.
• Paste the URL into the email by pressing Ctrl+V or right-clicking and selecting ‘Paste’.
• Ensure that the URL is correctly pasted and appears as a clickable link in the email body.
• Proceed to add any additional text or complete the email before sending it.

Step 6: Add a Description or Message

• This document contains a concise and clear description of the steps to be taken in Step 6.
• The purpose of this document is to provide context and background information to help the recipient understand the attached document.
• Please find attached the document containing instructions for Step 6. This document serves to reinforce the purpose of this email and provide further guidance.

Step 7: Send the Email with the Attached Document

1. Compose the email including the recipient’s email address and a relevant subject line.
2. Attach the document to the email by clicking on the ‘Attach File’ icon and selecting the file from SharePoint.
3. Proofread the email content, ensuring that the attached document is mentioned in the body of the email.
4. Click on the ‘Send’ button to dispatch the email along with the attached document.

Tips and Tricks for Attaching Documents from SharePoint to Emails

Sending documents from SharePoint to emails may seem like a daunting task, but with a few tips and tricks, it can be a seamless process. In this section, we will share some useful techniques for attaching documents from SharePoint to emails. From using a shortened URL to utilizing the “Share” feature in SharePoint, we’ll explore various methods to make this task easier. So, let’s dive in and discover the best ways to send documents from SharePoint to emails.

1. Use a Shortened URL

• Access the document in SharePoint
• Copy the document’s URL
• Use a URL shortening service like Bitly to create a shortened link
• Replace the long URL in the email with the shortened URL
• Add a description if needed and send the email

When using a shortened URL, make sure it redirects to the correct document and is accessible to the recipient.

2. Use the “Share” Feature in SharePoint

1. Open the document library in SharePoint.
2. Use the “Share” feature to find the document and click on the ‘Share’ button.
3. Choose the sharing settings and permissions for the document.
4. Copy the generated link and paste it into your email.
5. Add any necessary message or description to the email.
6. Send the email with the shared document link.

Pro-tip: When using the ‘Share’ feature in SharePoint, make sure to customize permissions to maintain control over who can access the shared document.

3. Use Outlook to Send the Email

1. Open Outlook and create a new email.
2. Click on the ‘Attach File’ button.
3. Navigate to the document in SharePoint and click ‘Share’ to get a link.
4. Paste the link into the body of the email and add any necessary message.
5. Send the email with the attached document.

In 1996, Microsoft launched Outlook 97, introducing integrated email, calendar, and contact management. It revolutionized business communication.

1. Can I Attach Multiple Documents from SharePoint to One Email?

1. To attach multiple documents from SharePoint to one email, open the document library in SharePoint.
2. Select the documents you want to attach.
3. Click on the ‘Share’ option and choose ‘Email’.
4. Compose your email and include a description if needed.
5. Send the email with the attached multiple documents.

When attaching multiple documents from SharePoint to one email, be sure that the total size does not exceed the limitations of your email provider. You may want to consider compressing the files or using a file-sharing service for larger attachments.

2. Can I Attach a Document from SharePoint to an Email on a Mobile Device?

1. Access SharePoint through a mobile browser or app.
2. Navigate to the document and select it.
3. Use the ‘Share’ or ‘Send’ function to email the document.
4. Ensure compatibility with the email client on your mobile device.

2. Can I Attach a Document from SharePoint to an Email on a Mobile Device?

3. Can I Attach a Document from SharePoint to an Email in a Different Email Client?

• Open your preferred email client and create a new message.
• Access the document in SharePoint and obtain its URL.
• Copy the document’s URL from SharePoint.
• Return to the email message and paste the document’s URL into the body of the email.
• Include any necessary descriptions or additional information.
• Review the email and send it with the attached document.

If you encounter any difficulties, consider consulting the support resources for your specific email client or seeking assistance from your IT department.

3. Can I Attach a Document from SharePoint to an Email in a Different Email Client?

Frequently Asked Questions

How do I attach a document from SharePoint to an email?

To attach a document from SharePoint to an email, follow these steps:

1. Open the document in SharePoint that you want to attach.
2. Click on the “Share” button in the top right corner of the page.
3. Select “Email”.
4. This will open a new email with the document already attached.
5. Add a recipient, subject, and any additional message if desired.
6. Click send to send the email.

Can I attach multiple documents from SharePoint to one email?

Yes, you can attach multiple documents from SharePoint to one email by following these steps:

1. Open the document library in SharePoint where the documents are stored.
2. Select all the documents you want to attach by clicking on the checkbox next to each document.
3. Click on the “Share” button in the top right corner of the page.
4. Select “Email”.
5. This will open a new email with all the selected documents already attached.
6. Add a recipient, subject, and any additional message if desired.
7. Click send to send the email.

Can I attach a document from a specific folder in SharePoint to an email?

Yes, you can attach a document from a specific folder in SharePoint to an email by following these steps:

1. Open the document library in SharePoint where the document is stored.
2. Navigate to the specific folder where the document is located.
3. Click on the document to open it.
4. Click on the “Share” button in the top right corner of the page.
5. Select “Email”.
6. This will open a new email with the document already attached.
7. Add a recipient, subject, and any additional message if desired.
8. Click send to send the email.

Can I attach a document from a different SharePoint site to an email?

Yes, you can attach a document from a different SharePoint site to an email by following these steps:

1. Open the document library in the SharePoint site where the document is stored.
2. Click on the document to open it.
3. Click on the “Share” button in the top right corner of the page.
4. Select “Email”.
5. This will open a new email with the document already attached.
6. Add a recipient, subject, and any additional message if desired.
7. Click send to send the email.

Is there a limit to the size of the document I can attach from SharePoint to an email?

Yes, there is a limit to the size of the document you can attach from SharePoint to an email. The maximum file size for attachments in SharePoint is 250 MB. If your document is larger than this, you may need to use a different method to share the document, such as creating a link to the document instead of attaching it.