Outlook - Share a document securely with Outlook Tutorial

Discover how to securely share documents via Outlook using OneDrive. Protect your files from unauthorized access by setting specific permissions and preventing downloads. Learn the step-by-step process to ensure the recipients can only view the document without compromising its security. Take control of your file access directly on OneDrive and manage permissions according to your preferences. Watch now to master the art of secure document sharing!

02:21
462 views

00:00:04

sharing documents with colleagues or partners via outlook.

00:00:07

Email is often required

00:00:10

attaching the document directly may risk compromising its security.

00:00:14

So employing more secure methods to handle these shares is advisable

00:00:18

to securely share a document, start by uploading it to onedrive.

00:00:22

After writing your message, click on attach a file and then choose onedrive.

00:00:30

Select the file and share the link

00:00:33

after inserting the link into your message, right, click on it,

00:00:37

select recipients can edit

00:00:40

in the window that opens set the desired permissions by default,

00:00:44

only the recipients of the message can edit the file.

00:00:47

However,

00:00:48

if you want the recipients to only view the file without making any changes,

00:00:52

choose the view only option from the list

00:00:56

to enhance security, select the option preventing the file from being downloaded.

00:01:01

Thus,

00:01:01

the recipient will only be able to view

00:01:03

the document without the possibility of downloading it.

00:01:07

Please note that you can also manage file access directly on onedrive

00:01:12

to do this. Go to the desired folder. Then right, click on the file to be shared

00:01:18

in the onedrive menu. Select manage access,

00:01:24

click on this option and enter the email address of the person.

00:01:27

You want to grant access to

00:01:30

confirm by clicking on grant access

00:01:35

to check or modify permissions. Return to the manage access menu.

00:01:39

You will see the name of the person to whom you have granted access,

00:01:43

click on their name to adjust the permissions according to your preferences.

00:01:52

Now return to outlook and insert the file you

00:01:55

have just modified by following the previous steps,

00:02:06

right? Click on the file, then go into the access settings.

00:02:09

If you choose people with existing access,

00:02:12

the configurations you made in onedrive will be maintained.

00:02:17

Now, you know how to securely share your documents in outlook.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

3454 Views

E-learning Advanced

Microsoft 365 Video Training – Security in Microsoft 365

In this course, learn how to work securely every day with Microsoft 365 apps.

572 Views

Microsoft Outlook Advanced Training – Master Essential Features

Elevate your Microsoft Outlook skills with our intermediate training, designed to leverage advanced features essential for effective email a...

ALL COURSES