Tech Tip: Working with Files in SharePoint

Although many people may think of Microsoft SharePoint as a platform for creating user-friendly team collaboration sites, it’s much more versatile than that. SharePoint can be used for electronic document and record storage, retrieval, searching, archiving, tracking, management and reporting. It also integrates seamlessly with all of the apps within the Microsoft 365 suite. In this month’s Tech Tip, we’ll explore several ways to work with SharePoint files.

Attaching a SharePoint File in an Email Message 

There are more than a half-dozen ways to share SharePoint files, but some of them require multiple interactions with varied applications. Following is an easy method, which is attaching it to an email message.

From within Outlook, click Attach File. In the window that pops up, you can take one of two actions:

1. If you know the URL (web address) for your SharePoint document library, copy that and paste it into the Attach File window.  Ensure you copy only the URL for library itself, not the entire path.
2. Your document library files and folders will now appear in the window. Double click the one you want to share to attach it.
3. If you do not know the URL, click Browse This PC. In the pane that appears on the left side, navigate to the location of the document. It may be stored in the SharePoint folder or in whatever resource your company has designated to house the relevant SharePoint document library. In either case, once the folder opens, locate the file you wish to attach and double click it.
4. Click Send.

Saving a SharePoint File Received in an Email Message 

SharePoint files sent in an email message can be saved in the same way as any other attachments.

1. Open the email with the attachment.
2. At the top left of the display, underneath the message title and send/receive information, you’ll see the attachment.
3. Click the “down caret” at the far right of it (or right click the attachment) and click Save As.
4. In the Save Attachment window that opens, select a location to save the file. You can rename the file at this point or save it with the name it was given by the sender.

Sharing a File from Within SharePoint 

Sharing a file from inside SharePoint avoids the extra steps involved in creating an email. However, files can only be shared with individuals inside the organization. Sharing a file with an external party requires special configuration and is beyond the scope of this article.

1. From within the SharePoint site, click Documents, then right-click on a document title and choose the Share option.
2. In the To field of the window that opens, type the first few letters of the recipient’s first name and a list will pop up.
3. Scroll to the desired recipient and select that name.
4. Under Message, add any notation you wish them to receive.
5. Click Send and SharePoint will generate an email with a link to the document.