File Links: Why?
What is a link? Think about it — essentially you are telling someone the “address” to information rather than sending them the information itself. A link is a highly-efficient way of sending someone data.
Every day you may send your coworkers a link to a website. Consider now that you and your coworkers both have access to the same Windows-based network (most likely). You can send that coworker a link to a file on your network and he/she could open it. Now, if that coworker were to forward the link to someone outside of your company, it would be inaccessable! Why? Because the “address” to the file would lead nowhere — nobody outside of your company should have access to your files. Plus, you could “link” a huge file (or an entire directory of files) and your email would only be 1 line of text — the link “address” itself.
Now compare this to sending a file attachment:
-If you send the attachment to your coworker, you will both have a copy of it in your mailboxes (taking up space)
-The file may also remain on a network, although your coworker wont know the location and thus he/she may save it somewhere else, causing version confusion
-Your coworker may forward the file to someone else, potentially to someone who shouldn’t have access to it!
Now you are beginning to understand the power of links.
Outlook’s Native Features
Microsoft Outlook mail client already includes a capability to send file links. Many companies encourage employees to use links. However, the process is somewhat complicated and clunky. Each time one wants to include a file link, one must browse for the file within Outlook. The convenience of “right-clicking” is lost. If you’d like to know more about the native featuers of Outlook, we suggest the following helpful website:
Just One Good Example
There are situations where the Email-as-Link script unlocks completely new ways of link automation. Consider this: you just searched for all files named “budget” within a directory on your network. Now you’d like to send them all to your coworker. It may be impossible to attach them all to an email given the sheer size. And with Outlook’s built in features, you would never be able to conduct a search. With Email-as-Link, you simply finish the search, “select all” files, then right click and go.