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Outlook Online - Attachments and sending options Tutorial

In this video, you will learn about attachments and sending options in Microsoft 365. The video covers how to add attachments, change email options, and utilize different sending methods.
This will help you enhance your email communication by including important files and customizing your email settings.

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Description

Objectifs :

This document aims to provide a comprehensive guide on how to effectively manage email attachments and settings before sending an email. It covers the steps to add attachments, change email options, and utilize cloud storage for better file management.

Chapitres :

Introduction to Email Management
Managing emails effectively is crucial in today's digital communication landscape. This guide will help you understand how to add attachments, modify email settings, and utilize cloud storage options to enhance your email experience.
Adding Attachments to Your Email
Before sending an email, you have the option to add attachments. Here are the steps to do so: - Click on the 'Attach' option in your email client. - You can choose from four methods to attach files: - **Browse this computer**: Select the file from your File Explorer. - **Use OneDrive**: For larger files, it is recommended to upload them to OneDrive. Once there, select your document and choose to share a link or attach it directly to the email. - **Upload and Share**: If the file is not in OneDrive, use this option to upload it and select where to store it in OneDrive. - **Share a URL**: You can also attach a link to a OneDrive file or a SharePoint site. - **Drag and Drop**: Simply drag the file from your computer's File Explorer into the email window.
Changing Email Options
You can customize your email settings before sending it. Here’s how: - **Set Importance Level**: Click on the red exclamation mark to change the email's importance from 'Normal' to 'High' or 'Low'. This informs recipients of the message's priority. - **Request Delivery or Read Receipts**: Click on the three-dot menu to access more options, where you can request a delivery confirmation or a read receipt. - **Save as Draft**: If you are not ready to send the email, click 'Save Draft' to keep it for later.
Utilizing Cloud Storage for Attachments
Using cloud storage like OneDrive for your attachments offers several advantages: - **Real-Time Access**: Sharing a link to a document allows recipients to access the latest version in real-time. - **Better Control**: You can manage how your documents are shared and ensure that larger files are sent without issues.
Conclusion
In summary, effectively managing email attachments and settings can significantly enhance your communication. By following the steps outlined in this guide, you can ensure that your emails are well-organized, your attachments are properly managed, and your recipients receive the information they need promptly.

FAQ :

How do I add an attachment to my email?

To add an attachment, click on 'Browse this computer' to select a file from your File Explorer, or use drag and drop to move a file directly into the email.

What is the purpose of a delivery confirmation?

A delivery confirmation notifies you when your email has been received by the recipient, ensuring that your message has reached them.

Can I save an email as a draft?

Yes, you can save an email as a draft by clicking on 'Save Draft' if you do not want to send it immediately.

How can I change the importance level of my email?

You can change the importance level by clicking on the red exclamation mark icon, which allows you to set it to High, Normal, or Low.

What should I do if my attachment is too large?

It is recommended to use a cloud location like OneDrive to send larger attachments, as it provides better control over document sharing.

What is the benefit of using a share link?

Using a share link allows recipients to access the document in real-time, ensuring they are viewing the most current version.

Quelques cas d'usages :

Sending Important Documents

When sending contracts or important documents, you can set the email's importance level to High to ensure the recipient understands the urgency.

Collaborating on Projects

Use OneDrive to share project files with team members. By sending a share link, everyone can access the latest version of the document simultaneously.

Managing Large Files

For large files that exceed email size limits, upload them to OneDrive and share the link in your email, allowing recipients to download the file directly.

Drafting Emails for Review

If you need feedback on an email before sending, save it as a draft. You can edit it later based on the feedback received.

Requesting Read Receipts

When sending critical information, you can request a read receipt to confirm that the recipient has opened and read your email.

Glossaire :

Attachment

A file that is sent along with an email. Attachments can include documents, images, or other types of files.

Delivery Confirmation

A notification that confirms the recipient has received the email.

Draft

An email that has been composed but not yet sent. It can be saved for later editing or sending.

Importance Level

A setting that indicates the priority of an email. Options typically include High, Normal, and Low.

Context Menu

A menu that appears upon right-clicking an item, providing additional options related to that item.

OneDrive

A cloud storage service from Microsoft that allows users to store files online and access them from anywhere.

Share Link

A URL that allows others to access a document or file stored in a cloud service like OneDrive.

Upload and Share

The process of transferring a file from your local device to a cloud storage service and making it accessible to others.

Drag and Drop

A method of moving files by clicking on them, holding the mouse button down, and dragging them to a new location.

Available in Microsoft365

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Prior to sending an e-mail, you can add

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an attachment or change this options.

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This will allow you, among other things,

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to request a delivery confirmation

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or to save the e-mail as a draft.

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For instance, you can change its

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level of importance by clicking

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on the red exclamation mark.

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By default it is set on Normal.

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You can switch it to High or Low.

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An icon will inform recipients that

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this message has an important priority.

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To see the other e-mail options,

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click the three dot menu.

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To bring up the context menu,

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click on More options.

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To either request delivery or read receipt.

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If you don't want to send the e-mail

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right away, you can click Save Draft.

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You can also insert attachments

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to your e-mail.

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You have four options.

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Click Browse this computer and

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select the file you want to send

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from your File Explorer window.

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It is recommended to use a cloud location

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to send larger attachments and have better

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control on how your document will be shared.

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Once in your OneDrive, select your document.

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You can then pick share link or attach

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to include a copy of your document.

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It is recommended to use this option to

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give real time access to this document.

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If the file you want to attach is

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not in your OneDrive location,

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use Upload and Share.

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Then pick where you want this file

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to be stored in your OneDrive.

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Your file is simultaneously

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included in the e-mail.

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Finally, you can choose to

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share a URL such as a link to

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OneDrive file or SharePoint site.

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You can also use drag and drop

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to add an attachment from your

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computer's File Explorer.

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Your file is then automatically

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added to your e-mail.

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