Outlook - Manage attachments Tutorial

In this video, you will learn how to manage attachments in Outlook 2016. The video covers the improved attachment management features, including the ability to easily attach recently worked-on documents and files saved on external locations.
You will also learn how to join a file or folder to a message, change permissions for attachments, and browse your local computer for files.
This tutorial will help you efficiently manage attachments in Outlook 2016, saving you time and improving your productivity.

1:51
3255 views

Outlook
New

Available in Microsoft365

Objectifs :

Understand the improved attachment management features in Outlook 2016, including how to attach recent documents and files from external locations, and manage permissions for shared files.

Chapitres :

Introduction to Attachment Management in Outlook 2016
Outlook 2016 has enhanced its attachment management capabilities to streamline the process of adding files to your emails. This update not only saves time but also introduces new features that make it easier to attach documents and other items.
New Features in Attachment Management
The following two key features have been added to improve your experience: - **Recent Documents**: You can now easily attach documents that you have recently worked on directly to your emails. - **External File Locations**: You have the option to attach files saved on external locations such as OneDrive, Group Files, or SharePoint.
Attaching Files to Your Messages
To attach a file or folder to a message, follow these steps: 1. **Create a New Message**: Start a new email or open an existing message to reply or forward. 2. **Insert Tab**: Click on the 'Insert' tab in the message window. 3. **Attach File**: Select 'Attach File'. This will display a menu with the most recent items you have opened on your computer.
Selecting Files from External Locations
You can browse web locations to select files from OneDrive or SharePoint. Here are some important points to note: - By default, recipients will have permission to edit the attached file. However, you can change these permissions before sending the email. - To adjust permissions, use the scrolling menu associated with the attachment to select the desired permission level.
Attachment Options
When attaching files, you have several options: - **Attach As Copy**: This option allows you to send a local copy of a file instead of linking to the file on a shared location. - **Change Permissions**: Decide whether recipients can edit or only view the shared file. - **Browse This PC**: This option lets you access your local computer to select a file for attachment.
Attaching Other Elements
In addition to files, you can also attach other elements from Outlook, such as: - Emails - Business cards - Calendar items This flexibility allows you to enrich your messages with relevant information.
Conclusion
The improvements in attachment management in Outlook 2016 significantly enhance the user experience by simplifying the process of attaching files and managing permissions. By utilizing these new features, users can save time and ensure that their emails are comprehensive and well-organized.

FAQ :

What improvements were made to attachment management in Outlook 2016?

Outlook 2016 introduced new features that allow users to easily attach recently worked-on documents and join files saved on external locations like OneDrive and SharePoint.

How do I attach a file in Outlook 2016?

To attach a file, create a new message or reply to an existing one, click on the 'Insert' tab, and then select 'Attach File.' You can choose from recent items or browse for files on your computer or web locations.

Can I change the permissions of an attached file in Outlook 2016?

Yes, when attaching a file from a shared location, you can change the permissions to allow recipients to either edit or only view the file before sending the email.

What is the 'Attach As Copy' option?

The 'Attach As Copy' option allows you to send a local copy of a file instead of linking to the original file stored in a shared location.

What types of items can I attach to my emails in Outlook 2016?

In addition to files, you can attach other elements such as emails, business cards, or calendar items from Outlook.

Quelques cas d'usages :

Collaborating on Projects

Teams can use Outlook 2016 to attach documents from OneDrive or SharePoint, allowing multiple team members to collaborate on the same file while managing permissions to ensure proper access.

Sending Meeting Agendas

When sending out meeting invitations, users can attach agendas or relevant documents directly from their calendar or OneDrive, ensuring all participants have the necessary information.

Sharing Marketing Materials

Marketing teams can use the 'Attach As Copy' feature to send local copies of promotional materials to clients, ensuring they have access to the latest versions without needing to access shared locations.

Managing Client Communications

Sales professionals can attach business cards or previous email threads to new messages, providing clients with comprehensive information and maintaining a professional image.

Organizing Team Files

Project managers can utilize the attachment management features to send files from shared locations, ensuring that all team members have the latest documents while controlling editing permissions.

Glossaire :

Attachment Management

The process of handling files and items that are attached to emails, including adding, modifying, and managing permissions for these attachments.

Outlook 2016

A version of Microsoft's email client that includes features for managing emails, calendars, contacts, and tasks.

OneDrive

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

SharePoint

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

Permissions

Settings that determine what actions recipients can take with an attached file, such as editing or viewing.

Attach As Copy

An option that allows users to send a local copy of a file instead of linking to the original file stored in a shared location.

Browse Web Locations

A feature that allows users to select files from cloud storage services like OneDrive or SharePoint.

00:00:04

has been improved in Outlook 2016 to save time.

00:00:07

As before, you can add files and other items

00:00:11

such as messages, contacts or tasks to your messages

00:00:14

in Outlook 2016.

00:00:16

However, two new features have been added.

00:00:20

You can easily attach documents

00:00:21

you most recently worked on to your emails,

00:00:24

and the possibility to join files

00:00:26

saved on external locations.

00:00:28

Let's start by reminding you how to join

00:00:31

a file or a folder to a message.

00:00:33

First, create a message,

00:00:35

or for an existing message,

00:00:37

click on reply, reply all or forward.

00:00:40

On the Insert tab, click Attach File.

00:00:44

This menu offers you the most recent items

00:00:46

you've opened on your computer.

00:00:48

Those files can be saved locally or on external locations

00:00:52

such as OneDrive, Group Files, or SharePoint.

00:00:56

Browse Web Locations.

00:00:58

This option allows you to select files

00:01:00

from OneDrive or SharePoint.

00:01:03

Notice that by default

00:01:05

recipients have permission to edit this file

00:01:08

but you have the option to override these permissions

00:01:10

before sending the attachment.

00:01:12

To change the permissions

00:01:14

select the scrolling menu according to the attachment

00:01:16

to choose the permissions.

00:01:19

Attach As Copy.

00:01:20

If you want to send a local copy of a file

00:01:23

instead of the file on a shared location.

00:01:26

Change Permissions.

00:01:28

Choose if people can edit or only view this shared file.

00:01:34

Finally, Browse This PC.

00:01:37

This option allows you to access

00:01:38

to your local computer to pick a file.

00:01:42

You can also attach other elements,

00:01:44

such as an email or other elements from Outlook,

00:01:47

business cards or your calendar.

RELATED COURSES This tutorial is part of the following courses

2480 Views

Training Video Business Uses – Assistants

To write a last-minute document, optimize communication or quickly format documents, Office 365 provides a range of features that will meet ...

2582 Views

Microsoft Outlook Video Training – Discovery

Learn through a logical progression of video tutorials, the basic features of Microsoft Outlook: Discover email and calendar, Outlook on mob...

ALL COURSES