1 00:00:00,05 --> 00:00:02,07 - [Instructor] File attachments are either the coolest thing 2 00:00:02,07 --> 00:00:06,04 about email or one of its biggest curses. 3 00:00:06,04 --> 00:00:10,02 If I send a file to someone as an attachment, 4 00:00:10,02 --> 00:00:13,06 then I'm making at least two more copies of the file. 5 00:00:13,06 --> 00:00:15,05 One sits in my sent items folder, 6 00:00:15,05 --> 00:00:18,07 the other in my recipient's inbox. 7 00:00:18,07 --> 00:00:20,06 If I send a file to 20 people 8 00:00:20,06 --> 00:00:23,02 I have 21 new copies of the document, 9 00:00:23,02 --> 00:00:26,04 and having that many copies can create chaos. 10 00:00:26,04 --> 00:00:28,09 What if two or three of the recipients 11 00:00:28,09 --> 00:00:30,04 each edit the document? 12 00:00:30,04 --> 00:00:32,01 They could even make the same changes 13 00:00:32,01 --> 00:00:34,02 and they wouldn't even know. 14 00:00:34,02 --> 00:00:36,05 So there's a better approach. 15 00:00:36,05 --> 00:00:39,03 If I have a document that I store in a shared location 16 00:00:39,03 --> 00:00:42,03 like OneDrive, SharePoint, or some other cloud storage 17 00:00:42,03 --> 00:00:44,09 my organization uses to share documents, 18 00:00:44,09 --> 00:00:48,05 and rather than sending an attachment I send a link 19 00:00:48,05 --> 00:00:51,01 to that document stored in the cloud, 20 00:00:51,01 --> 00:00:53,03 everyone who clicks the link I send them 21 00:00:53,03 --> 00:00:56,07 is getting the most recent version of the document. 22 00:00:56,07 --> 00:00:59,02 I don't have multiple copies to manage. 23 00:00:59,02 --> 00:01:02,01 And whenever someone opens the document 24 00:01:02,01 --> 00:01:06,01 at any point in time, they'll see the document 25 00:01:06,01 --> 00:01:12,00 as it was last edited by me or by their colleagues. 26 00:01:12,00 --> 00:01:13,07 Here's how this works. 27 00:01:13,07 --> 00:01:16,04 I want to attach a file to this email 28 00:01:16,04 --> 00:01:18,02 that I'm sending to Reggie. 29 00:01:18,02 --> 00:01:20,02 If it's a file I've worked with recently, 30 00:01:20,02 --> 00:01:21,03 this is super sweet. 31 00:01:21,03 --> 00:01:25,01 I just hit the slash key and I get a list of the documents 32 00:01:25,01 --> 00:01:26,06 that I worked with most recently 33 00:01:26,06 --> 00:01:28,05 and I'm actually going to grab this one. 34 00:01:28,05 --> 00:01:31,08 And when I do that document stored in the cloud 35 00:01:31,08 --> 00:01:33,00 is sent as a link. 36 00:01:33,00 --> 00:01:36,06 If I point to it you can actually see the link that shows it 37 00:01:36,06 --> 00:01:41,00 on our SharePoint site in a group called residential sales. 38 00:01:41,00 --> 00:01:42,00 That's pretty cool. 39 00:01:42,00 --> 00:01:44,02 So if I send this to Reggie, 40 00:01:44,02 --> 00:01:46,02 then Reggie can make changes in it, 41 00:01:46,02 --> 00:01:48,06 I can view the changes Reggie makes. 42 00:01:48,06 --> 00:01:51,06 That all works really, really slickly. 43 00:01:51,06 --> 00:01:53,09 What if the document is someplace else though, 44 00:01:53,09 --> 00:01:56,07 it's not one of the documents that are the last three 45 00:01:56,07 --> 00:01:58,02 that I have worked with? 46 00:01:58,02 --> 00:02:02,09 Well, in that case in my message, I'll go to insert 47 00:02:02,09 --> 00:02:06,01 and I'll choose to attach a file, 48 00:02:06,01 --> 00:02:08,07 but I'll go get that file from OneDrive, 49 00:02:08,07 --> 00:02:11,07 or I can choose to upload a document 50 00:02:11,07 --> 00:02:13,09 if I haven't put it in cloud storage. 51 00:02:13,09 --> 00:02:16,03 So if I have a document in the documents folder 52 00:02:16,03 --> 00:02:19,04 in my local machine and I choose upload and share 53 00:02:19,04 --> 00:02:22,07 what will happen is I'll have my document 54 00:02:22,07 --> 00:02:28,00 automatically uploaded to the cloud and also shared. 55 00:02:28,00 --> 00:02:31,07 So either OneDrive or upload and share work very well. 56 00:02:31,07 --> 00:02:34,05 If you use browse this computer you can find the document 57 00:02:34,05 --> 00:02:39,04 but upload and share and choosing, for example, OneDrive, 58 00:02:39,04 --> 00:02:43,02 or somewhere else makes it really easy to be able to 59 00:02:43,02 --> 00:02:46,07 share a link rather than sharing the document. 60 00:02:46,07 --> 00:02:49,02 If before you send this you decide you need to remove 61 00:02:49,02 --> 00:02:52,01 the attachment, just delete it as you would 62 00:02:52,01 --> 00:02:55,01 any other text in the document. 63 00:02:55,01 --> 00:02:59,07 So if I hit the slash and add a document, 64 00:02:59,07 --> 00:03:02,00 it appears as an inline link. 65 00:03:02,00 --> 00:03:04,03 If on the other hand I use attach file 66 00:03:04,03 --> 00:03:08,04 and I choose OneDrive, or I choose upload and share, 67 00:03:08,04 --> 00:03:16,00 either option, 68 00:03:16,00 --> 00:03:19,01 I'll be prompted to upload 69 00:03:19,01 --> 00:03:22,02 and then my uploaded document will also appear 70 00:03:22,02 --> 00:03:24,00 as an inline document.