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Outlook - How do I share a document securely with Outlook? Tutorial

In this video, you will learn how to securely share a document with Outlook.
Instead of attaching the document to your email, it is safer to add it to your OneDrive or SharePoint library.
This allows you to set permissions for who can view and edit the document.
When you share the link to your document from Outlook, the permissions you set in OneDrive or SharePoint are retained.
You can easily change the sharing permissions in the attachment drop-down menu.
Regularly checking and updating the permissions ensures the safety of your document.
This tutorial will help you securely share documents using Outlook in Microsoft 365.

1:49
4803 views

Available in Microsoft365

Objectifs :

This document aims to provide guidance on securely sharing documents via Outlook by utilizing OneDrive or SharePoint, ensuring control over who can view and edit the shared content.

Chapitres :

Introduction to Secure Document Sharing
In today's digital workplace, sharing documents securely is crucial. When sending documents through Outlook, many users instinctively attach files directly to their emails. However, this method can compromise the security and control over the document, as recipients gain full access to edit and share the file without the sender's knowledge.
The Risks of Direct Attachments
Attaching documents directly to an email can lead to several risks, including unauthorized editing and sharing. Once a document is sent as an attachment, the recipient can reply, copy, or modify the file freely. This lack of control can result in unintended changes or distribution of sensitive information.
Using OneDrive and SharePoint for Secure Sharing
To mitigate these risks, it is advisable to upload your document to OneDrive or a SharePoint library before sharing it. This approach allows you to set specific sharing permissions, such as who can view or edit the document. By managing these permissions, you retain control over your content even after sharing it via Outlook.
Steps to Share a Document Securely
Follow these steps to share your document securely through Outlook: 1. Upload your document to OneDrive or SharePoint. 2. Navigate to the file you wish to share. 3. Select 'Browse Web Locations' to find your document. 4. Click on 'Share Link' in the options that appear. 5. A link to your document will appear in the attachment dropdown menu. 6. Review the sharing permissions displayed below the document name and adjust them as necessary. 7. Share the link via Outlook, ensuring that the original permissions from OneDrive or SharePoint remain intact.
Managing Permissions Regularly
It is essential to regularly check and manage the permissions of your shared documents. This practice ensures that only authorized individuals have access to your files and helps maintain the security of your sensitive information. By doing so, you can prevent unauthorized access and ensure that your documents are shared safely.
Conclusion
In conclusion, sharing documents securely through Outlook requires a strategic approach. By utilizing OneDrive or SharePoint, you can maintain control over your documents and set appropriate permissions. Regularly reviewing these permissions enhances security and protects your valuable information from unauthorized access.

FAQ :

How can I securely share a document via Outlook?

To securely share a document via Outlook, upload it to OneDrive or SharePoint first. This allows you to set specific sharing permissions, such as who can view or edit the document, before sending the link through Outlook.

What are the risks of attaching documents directly in Outlook?

Attaching documents directly in Outlook gives the recipient full access to the file, allowing them to edit, copy, or share it without your knowledge. This can lead to unauthorized changes or distribution of sensitive information.

Can I change sharing permissions after sending a document link?

Yes, you can change the sharing permissions of a document even after sending the link. The permissions set in OneDrive or SharePoint will remain intact, and you can adjust them as needed.

What should I do if I want to revoke access to a shared document?

To revoke access to a shared document, go to the OneDrive or SharePoint library where the document is stored, find the document, and adjust the sharing permissions to remove access for specific users.

Quelques cas d'usages :

Collaborative Project Work

In a team project, members can upload documents to SharePoint and share links via Outlook. This ensures that everyone has the correct permissions to view or edit the documents, enhancing collaboration while maintaining control over the content.

Secure Document Sharing with Clients

When sharing sensitive documents with clients, use OneDrive to upload the files and set specific permissions. Send the link through Outlook, ensuring that clients can only view the document without editing rights, thus protecting your information.

Regular Permission Audits

For compliance and security, regularly check and update sharing permissions for documents stored in OneDrive or SharePoint. This practice helps prevent unauthorized access and ensures that only the intended recipients have access to sensitive information.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, share them with others, and access them from any device.

SharePoint

A web-based collaboration platform from Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Sharing Permissions

Settings that determine who can view or edit a document. These permissions can be customized to control access to the document.

Link Sharing

A method of sharing a document by providing a link that others can use to access the document, with specific permissions set for viewing or editing.

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to send a document to a colleague

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from your outlook email,

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but how can you be sure that this

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sharing is done securely and control

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who can see and edit your document when

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you transmit a document via outlook,

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your first instinct may be

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to add it as an attachment.

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The problem with this method is that

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you give all the rights to access your

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document to the recipient of your email

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This person will then be able as he or she.

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Sees fit to reply copy.

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Edit your file without your knowledge.

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So it is safer to add your document

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to your one drive or to a SharePoint

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library before sharing it.

00:00:45

In this way you can set up the

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options for sharing your document.

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Who can view it?

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Whether it would be possible

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to change it it cetera.

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These permissions are retained when you

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share the link to your document from outlook.

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When you reach your file,

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choose browse web locations.

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And select a document you want to send.

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In the pedal that appears,

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choose share link.

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The link to your document appears

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on the attachment drop down menu.

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Below its name you can see the sharing

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permission set for it you can change it

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in the menu to set another type of access.

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Note that changing the type of sharing

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of your document from outlook does not

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delete the sharing options you have

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previously set in one drive or share point,

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but adds a new one.

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You can check all permissions to

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share your document from your library.

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Do not hesitate to do

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it regularly for safety.

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