Q: Managing common files is a little cumbersome in our company especially when we need to collaborate and need to update key documents oriented around a project frequently. Usually what happens is that the changes are made but are saved on copies of the original and saved on that employee’s PC and not on the server. Is there a way we can make sure updates are made on the files on the server?

 

A: This is a common situation in many companies. A simple solution is to share updates between team members by sending the document as a link and not as an attachment when relaying it to each other.

 

Here’s how you do it. In Outlook:

1. Create a new email (like you normally would)

2. Place the cursor in the body of the message

3. Insert > Hyperlink…

-In the Link To column (on the left hand side of the Insert Hyperlink window):

4. Click the 'Existing File or Web Page' button

-In the 'Look In:' field:

5. Locate the file for which you want to insert the link in the email, on your computer or your server

6. Click 'OK'

-A link is inserted into your email

7. Send your email like you normally would