When sharing documents with colleagues in email sending a link is the recommended method because it is more secure, more efficient, and far easier to manage.

When sharing documents with colleagues, Outlook allows you to either attach the file directly or send a link to the file stored in OneDrive or SharePoint. At Hancock College, sending a link is the recommended method because it is more secure, more efficient, and far easier to manage, especially for files that may change over time.

This guide explains why using links is a best practice and how to do it in both the traditional desktop version of Outlook and the new Outlook client.

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Why Sending a Link Is Better

1. Improved Security

Sharing files via links, rather than attaching them, helps protect both the sender and the college:

✔ Reduced risk of data leakage

Attachments can be easily forwarded outside the college, sometimes unintentionally.
Links stored in OneDrive/SharePoint allow you to set permissions so only the intended audience can access the file.

✔ Better control after sending

If you realize you sent the wrong version or wrong people have access, you can update or revoke access without needing to send a new email.

✔ File scanning and protection

Files in OneDrive and SharePoint benefit from Microsoft 365’s built‑in security protections, such as malware scanning and suspicious activity monitoring, features that traditional attachments miss.

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2. Practical & Performance Benefits

✔ Always up to date

When you send a link, recipients always see the current version of the file.
No more sending updated attachments and losing track of versions.

✔ Saves inbox space

Email attachments increase mailbox size quickly. Links keep messages lightweight.

✔ Fewer issues with large files

Outlook has size limits on attachments. OneDrive links avoid this entirely, perfect for videos, large PDFs, data files, and presentations.

✔ Supports collaboration

Multiple people can work on the same file at the same time without creating conflicting versions.

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How to Share a Link Instead of an Attachment

Option A: Outlook (Traditional Desktop Client)

Method 1 — Insert a Cloud File

1. Compose a new email.
2. Select Attach File.
3. Choose a file already in OneDrive or SharePoint.
4. Outlook automatically inserts a cloud link.
5. Select the permission level (e.g., People in Hancock College, Specific people).

Method 2 — Upload and Share

If your file isn’t already in OneDrive:

1. Click Attach File → Browse This PC.
2. Select your file.
3. When prompted, choose Upload to OneDrive.
4. Outlook replaces the attachment with a link.

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Option B: New Outlook for Windows (2023+ Client)

The new Outlook interface is designed around cloud-based sharing, so linking is even simpler:

1. Click Attach in the message window.
2. Select a cloud file from:
   • OneDrive
   • Sites – Hancock College (SharePoint)
   • Recent files
3. If uploading from your device:
   • Choose Upload and Share.
4. A link appears in the email with a permission dropdown.

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Setting Appropriate Access Permissions

When inserting a link, Outlook typically gives you permission options such as:

• People in Hancock College with the link
• Specific people (most secure)
• Recipients can edit
• Recipients can view

For sensitive files, choose:
Specific people → View only, unless edit access is required.

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When You Should Still Use an Attachment

There are only a few situations where attaching a file may be appropriate:

• You are sending the file to an external recipient who cannot access OneDrive.
• The file is intended to be a static, unchanging document (e.g., a final PDF).
• The recipient explicitly requires a traditional attachment.