How to attach SharePoint files as links in Outlook

Begin by opening the file in the necessary Microsoft app and click ‘File’ in the upper left corner

Next, in the banner on the left, click ‘Share’

Then, a Share “file name” pop-up window appears.

While in this window, you have two options:

Send directly from the Microsoft app.

Click inside the top box to find a list of people within your organization that you can send the link to.
Select the individual(s) to add them. You can also add a message, but this is optional.

Once you are finished, click send.

A new message confirming the link has been shared appears. Click the X in the top right corner of the message to close it.

The recipients of your file share receive an email similar to the one below. The file opens within the necessary Microsoft web-based app.

Copy the link and paste into an email within Outlook (desktop app)

From the share window, click ‘Copy Link’. A small box appears to confirm the link has been copied.

Open your existing draft, reply, or new email in Outlook. There are two main ways to paste the link into the email CTRL+V or Right-Click.

CTRL+V

If you click into the area to write your message and press CTRL+V, the link appears as the file name like in the example below.

You may also see a small pop up window. Click anywhere within the email to dismiss.

Right-Click

If you right-click in the area to write your message, you can click one of the paste options.

Keep Source Formatting: This option pastes the link as the file name with default font and sizing (Font Calibri size 11 is the standard for most).

Merge Formatting: This option pastes the link as the file name and matches the font and sizing of your email.

Keep Text Only: This option pastes the link as the file path and matches the font and sizing of your email.

NOTE: If you do use the Keep Text Only paste option, you MUST press Enter, Tab, or Space to turn the text into a link. You know the text is a link when it turns blue and is underlined. You may also see a small Microsoft app icon appear at the beginning of the file path.
File path before Enter, Tab, or Space:

File path after Enter, Tab, or Space:

If you have recently opened the SharePoint file you are wanting to send in an email. You may have the option to attach the link directly from Outlook.
Start by opening a draft, reply, or new email in Outlook and ensure you are under the ‘Message’ tab that is located near the top right corner.

In the banner below the ‘Message’ tab, click the paperclip icon.

This reveals some recent items that you have opened. Locate the SharePoint file you want to share in the email. Make sure the file icon includes a cloud and click the file to attach it to the email.
NOTE: In the event that the file icon DOES NOT have a cloud, it is a ‘local’ file and attaches to the email as a copy that does not update with the SharePoint file and needs to be downloaded by the recipient for them to edit.

If the file icon does include a cloud, the pop-up message below appears. Click ‘Share Link’
The link attaches to the email like a normal attachment. However, you  want to double check that the attachment icon includes a cloud.

The link attaches to the email like a normal attachment. However, you want to double check that the attachment icon includes a cloud.

NOTE: A warning similar to the one below may appear stating that you do not have permission to give others access to the file. When you share the file with an individual within your organization who also has access to the SharePoint site, the warning can be dismissed. When you are needing to share the file with an individual outside your organization, you can click ‘Attach as Copy’. If the individual outside your organization is needing to have access to the SharePoint file for co-editing and continuous access, please contact your IT team about granting the individual access to the file.
If your organization is needing an IT team, contact us!

Navigate to your organization’s SharePoint site within your preferred web browser. Within the SharePoint site, locate the file you are wanting to share.
There are several options for attaching the file link to an email from the SharePoint site though they are all very similar.

NOTE: These options only work if the individual you are sharing the file with is within your organization and has permission to access the SharePoint site. If the individual is not within your organization and only needs limited access, consider sending them a copy. On the occasion that the individual is within your organization and does not have access or if the individual is outside your organization but they need access to the SharePoint file for co-editing and continuous access, please contact your IT team about granting the individual access to the file.

If your organization is needing an IT team, contact us!

Three Dots

On the right side of the file name are three dots. Click the three dots for a pop-up window to appear.

While in this pop-up, you can highlight the link path within the small text box and right click to copy it. Then open your draft, reply, or new email and paste the path into the email.

NOTE: You need to make sure you copy the entire path to avoid any potential issues with sharing the file.

Share Button

Additionally, you can click ‘Share’ in the pop-up window to be provided three options for sharing the file.

Invite People

This option allows you to create a list of individuals to send the file link to.
Click inside the top large box and begin typing the name or email address of the individual in your organization that you would like to share the file with.
Then, select the individual from the options that pop up to add them. Their name is underlined and has an ‘X’ on the right side when you successfully add them to the list.
You may add a message, but this is optional.
Once you are finished, click share.

The pop-up message closes automatically, and a small banner message appears in the top right corner of the SharePoint site, confirming the sharing of the file. This message disappears automatically.

The recipients of your file share receive an email similar to the one below. The file opens within the necessary Microsoft web-based app.

Get a Link

This option allows you to highlight the link path within the small text box and right click to copy it. Then open your draft, reply, or new email and paste the path into the email with either CTRL+V or Right-Click.
NOTE: You want to make sure you copy the entire path to avoid any potential issues with sharing the file.

Share With

This option allows you to see everyone who has access to the file and allows you to email everyone simultaneously. Click ‘EMAIL EVERYONE’ to send out this email.

Drag and Drop

You can drag and drop files directly from the SharePoint site into an Outlook email. First, hold left-click on the file name on the SharePoint site. While still holding the left mouse button, drag the mouse to the open draft, reply, or new email. Then, when your mouse is in the message area of the email, release the left-click. The file link appears in the email. The video below provides an example.