As you can imagine, the amount of email generated each day within the university is considerable so to save space and relieve the pressure on the mail server, if all documents were saved on the university’s shared drive and a hyperlink was sent to them instead of the document itself being forwarded a considerable amount of file space would be freed up.
You may not realise the impact your attachments are having on the University, or the resources they are using, not to mention the impact they could have on the recipients.
There are a couple of methods you can use to hyperlink a document within an email message. These are:
The first of these is to copy the ‘file path’ where the document is situated and send it to the recipient in an email. To copy the file path follow these steps:
The second method you can use is to utilise the Microsoft outlook ‘Hyperlink’ feature. Follow these steps:
You need to be sure that the recipient of any message which includes a hyperlink has access to the area of the shared drive where the file is stored, otherwise it is useless to send them the hyperlink because they will be unable to open the document.
If you need to send a hyperlink to a document on an inaccessible area of the shared drive, save a copy of the document on S: common and it will then be accessible.