Outlook Online (OWA) allows businesses to send and receive emails using a web browser instead of a program on your computer. This is especially handy for places with computers that struggle to run cloud based programs such as OneDrive. In this guide, we will go through adding the library to your Computer, Laptop or Mac.

When sending attachments using OWA to external recipients, we recommend using the attach file option as those without Microsoft Accounts will not be able to view the file.

Instructions

  1. Sign in to the Microsoft Portal at https://portal.office.com
  2. Sign in with your email address and password.
  3. On the main screen, you will see the Outlook icon
  4. A new tab will open and display your Outlook inbox.

Attachments – What, why and how?

Attachments in Outlook are slightly different in the way that conventional sending happens in Outlook the desktop program. OWA works in a way that uploads attachments into the browser when you need to send them.

Sending files that have been downloaded or stored on your computer

Inside a new email, click on the attach option next to the send icon. Select Browse this computer

  1. Navigate to the folder which contains the file
  2. The file will upload into the email as an attachment.

Note: You can also drag the file / files into the email browser window to upload files as attachments.

Sending files that are stored inside your person Business OneDrive folder

Inside a new email, click on the attach option next to the send icon. Select Browse cloud locations

  1. Navigate to the folder in OneDrive which contains the file. If you are unsure, you can use the search box located up top right.
  2. Mouse over the file and you will see a small circle to the left of the file name. Click this to select the file. You can do this to multiple files.
  3. Click next. If you share as a OneDrive link, this provides a secure method of transmitting files to recipients only viewing. Attach a copy creates a copy of the whole file, and treats it the same way as an upload from your computer.

Note: Sharing as a OneDrive link allows you to control who can edit the file. This option allows for a “view only” version of the file you are sending.

Uploading a file to OneDrive first, then sending the file

Inside a new email, click on the attach option next to the send icon. Select Upload and share

  1. Navigate to the folder which contains the file
  2. When you click next, you will be asked to pick a location to upload to OneDrive
  3. Once uploaded to OneDrive, you will see the item attached as a shared document but not as an attachment.

Note: To keep this as a shared document, send the email when you are ready. You may need to alter the settings to allow recipients to view if they are outside your organisation. To make this an attached document instead of a shared link, click on the down arrow on the file when you hover over it in the email. Select Attach as a copy

 

When adding shared document links to an email, be sure to check your sharing settings are correct for the recipient. External users to your organisation will require you to set the shared link to “Recipients can view / edit” found in the manage access drop down on the file mouse hover.
Written by Tech Doctor® – Director of DRJPCS LTD IT Support Services