Tip of the Week from TP Mechanical Academy: Sharing Documents

Sharing DocumentsEmailing a document is the fastest way of sharing information with another person or group of people.  But did you know there are several different ways to share a document with another person?  Here is a list of three methods with step by step instructions on how to use each method.

Attach document as a link:

This is the preferred method for internal communications (if the person or persons you are sending the document to have access to the server where the document is stored).  Sharing links rather than the actual file prevents the creation of multiple versions of the same file and prevents loss of changes when multiple people are making edits.  This is also a good method when the document is too large to email due to the size restrictions on email attachments.

  • Start a new email in Microsoft Outlook
  • When your cursor is in the body of the email, click on the insert tab
  • Click on hyperlink
  • Find the document you want to send in the directory
  • Highlight the document you want to send and click ok
  • Send your email

Attach a word, excel or other document:

This method should be used only if you want the person you are sending the document to have the ability to make changes.  If you are sending a document to a person outside of the company and want to ensure that the information cannot be changed, use the next method to attach a document as a PDF.

  • Start a new email in Microsoft Outlook
  • Either click on the paperclip marked attach file or click on the insert tab and click on the paperclip marked attach file
  • Find the document you want to send in the directory
  • Highlight it, click on insert, complete and send your email

Attach a word or excel document as a PDF:

If you are sending a document to a person outside of the company and want to ensure that the information cannot be changed, attach a document as a PDF.

  • From word, excel or the applicable program open your document
  • Click on the Microsoft office button
  • Click send and choose email as PDF attachment
  • Complete the rest of your email and send

For questions, feedback or ideas on future tips please email TPMCAcademy@tpmechanical.com

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