Do you know not to send attachments in emails?
23/09/2019 3:33 PM by
It's better to use links to a portal or document store instead of having attachments in your emails.
If you're sending to a fellow employee, use a link to a document store on your intranet (e.g. intranet.northwind.com/SharedDocuments)
If you're sending to a client, it would be a link to a document store on their project portal. (e.g. projects.northwind.com/SharedDocuments)
- Figure: Bad example - Don't send attachments by mail
- Figure: Bad example - Don't use location / filename in the link (URL)
Tip: If you're using SharePoint, then an even better way to do this is to use a tool like OnePlaceMail to insert a link from SharePoint
- Figure: Good Example - Use OnePlaceMail to send a link to a document in SharePoint
Using the Document ID Feature in SharePoint will help minimise broken links under the following scenarios:
- Company Restructures / SharePoint restructures
- Records Management – when items are moved to the Record Centre
- Figure: Good Example - The use of the SharePoint Document ID as part of the link (URL) formation
If you are using a shared DropBox, then put in a reference like so:
I've moved the file to our DropBox at:
SSW_Designers/Project – FireBootCamp/Admin/FireBootCamp-USA-Ultra-Advert.pptx
Do you feel this rule needs an update?