Understanding the topic
Attachments travel with a message, while shared links point to files stored online. Choose the method that suits file size, sensitivity and the recipient’s access.
Use the examples below as a starting point, then adapt the method to your own situation.
Step-by-step approach
Confirm the recipient; check the file name and version; attach or share; verify permissions; review the message before sending.
- Identify the purpose and information you need.
- Follow the recommended method carefully.
- Check your result against the original purpose.
- Revise anything unclear or incomplete.
Examples at a glance
| Situation | Example | Explanation |
|---|---|---|
| Wrong file | Budget-final-v2.xlsx and Budget-final-v3.xlsx exist. | Open and confirm the correct version before attaching. |
| Large file | A 90 MB video exceeds an email service’s limit. | Use a permitted file-sharing link instead. |
| Private link | A document contains personal information. | Limit access to named recipients rather than “anyone with link”. |
| Follow-up | Recipient cannot open a shared file. | Check whether their account has permission and the link is correct. |
Four worked examples
Example 1: Wrong file
Starting point: Budget-final-v2.xlsx and Budget-final-v3.xlsx exist.
Example 2: Large file
Starting point: A 90 MB video exceeds an email service’s limit.
Example 3: Private link
Starting point: A document contains personal information.
Example 4: Follow-up
Starting point: Recipient cannot open a shared file.
Common mistakes
- Sending a confidential file to the wrong address.
- Assuming links automatically expire.
- Forgetting to remove edit access when view-only is enough.
Practice questions
Think about your answer, then expand each question to compare.
Question 1: What is the main purpose of email attachments and file sharing?
Attachments travel with a message, while shared links point to files stored online. Choose the method that suits file size, sensitivity and the recipient’s access.
Question 2: What is a useful first step?
Confirm the recipient; check the file name and version; attach or share; verify permissions; review the message before sending.
Question 3: How would you handle this situation: Wrong file?
Open and confirm the correct version before attaching.
Question 4: What does this example teach: A document contains personal information.?
Limit access to named recipients rather than “anyone with link”.
Question 5: Name one mistake to avoid.
Sending a confidential file to the wrong address.
Review checklist
- Can you explain the main idea in your own words?
- Can you apply the method to a new example?
- Have you checked the relevant facts, figures and instructions?
- Can you identify a common mistake and avoid it?