Sending a Hyperlink to a File in Your Email Video

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Sending a Hyperlink to a File in Your Email

Video brought to you by Andrea Kalli Virtual Trainer and Assistant, LLC www.virtualassist.net Check out our affordable on-demand training at our E-Learning Center www.virtualassist.net/elearning Outlook, SharePoint, Word, Excel, PowerPoint, Blogging, Social Marketing, and more… I was recently asked about being able to include a hyperlink to a file in your email message. Now, obviously this particular need really deals with people in your organization, people in your company that have access to perhaps a network file location. Obviously, this type of need is not going to be for individual users in Outlook sending a link to a file on their computer to somebody outside of their home. That is obviously not the need there. This particular Outlook tip is really targeted towards those people in an organization especially if it is in an exchange server, an Outlook environment and they want to send and email to their co-workers internally and include the hyperlink to a file. Now, there are a couple different ways to do it and I am going to show you both of those ways. And just to let you know my favorite. Let us start. First of all, Outlook 2007 it defaults to the HTML editor for emails so what is that mean. That really means that when you send out a new email you see what it says message HTML that lets me know I can include lots of great formatting and very highly creative emails with images and things like that out in this format that I am saying today, these days is that many, many people can receive email and HTML format but not everybody. Just keep that in mind. The other two formats that you can send email out them are rich text format and plain text format. Now, playing text format is something that everybody is familiar with. It is very much plain text messages and it can be a read by all clients, all people so there are no pictures and things like that. You can have hyper text or hyperlink in there to a URL or something like that but in general it is a very, very plain email which is great for size purposes. And it is a very safe environment. Let us touch faces on rich text format. Now, rich text format, you can have lots of formatting in these messages and why am I even telling about rich text format. Well, you can use rich text format just sending out an email when you want to easily include a hyperlink to a file. It is really very easy to do. What I really like about Outlook is that I can take an email and let us say my email format is set for HTML the default but I want to send an email to people with in my exchange organization and I want to include a hyperlink to a file. I can easily just change this email format to rich text on "the apply" just this particular email so you are only going to choose rich text formatting for very, very specific circumstances, okay. Keep that in mind. If I go to the options tab I can change from HTML to rich text format. Why would I want to do that? Let us say I want to insert a file. [Demo] Speed that over here. Let us just scroll down to find the first file that I have. [Demo] Let us just take this right here. We that selected, I could just have double click on it, it would have thrown it right in here but I want you to take note of this right here the insert button with the little drop down arrow. If I click on that drop down arrow look that I can insert it as a hyperlink which is only available if this email is in rich text format. That is the key that is why I went it all that big lengthy conversation about the different email format. Insert this hyperlink, notice right here it is inserting it as a hyperlink only to be use internally because nobody else but people inside of my organization are going to have access to perhaps something on the network drive. Obviously, if they are not going to have access to your local drive but on the network and then this is where this need comes into play. Imagine this is a link to a file on a network folder, okay. Just keep that in mind. That is one way and that happen to be my favorite way to include a hyperlink to a file within your email is

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Video brought to you by Andrea Kalli Virtual Trainer and Assistant, LLC www.virtualassist.net
Check out our affordable on-demand training at our E-Learning Center www.virtualassist.net/elearning
Outlook, SharePoint, Word, Excel, PowerPoint, Blogging, Social Marketing, and more…

I was recently asked about being able to include a hyperlink to a file in your email message. Now, obviously this particular need really deals with people in your organization, people in your company that have access to perhaps a network file location. Obviously, this type of need is not going to be for individual users in Outlook sending a link to a file on their computer to somebody outside of their home. That is obviously not the need there.

This particular Outlook tip is really targeted towards those people in an organization especially if it is in an exchange server, an Outlook environment and they want to send and email to their co-workers internally and include the hyperlink to a file. Now, there are a couple different ways to do it and I am going to show you both of those ways. And just to let you know my favorite.

Let us start. First of all, Outlook 2007 it defaults to the HTML editor for emails so what is that mean. That really means that when you send out a new email you see what it says message HTML that lets me know I can include lots of great formatting and very highly creative emails with images and things like that out in this format that I am saying today, these days is that many, many people can receive email and HTML format but not everybody. Just keep that in mind.

The other two formats that you can send email out them are rich text format and plain text format. Now, playing text format is something that everybody is familiar with. It is very much plain text messages and it can be a read by all clients, all people so there are no pictures and things like that. You can have hyper text or hyperlink in there to a URL or something like that but in general it is a very, very plain email which is great for size purposes. And it is a very safe environment.

Let us touch faces on rich text format. Now, rich text format, you can have lots of formatting in these messages and why am I even telling about rich text format. Well, you can use rich text format just sending out an email when you want to easily include a hyperlink to a file. It is really very easy to do. What I really like about Outlook is that I can take an email and let us say my email format is set for HTML the default but I want to send an email to people with in my exchange organization and I want to include a hyperlink to a file. I can easily just change this email format to rich text on "the apply" just this particular email so you are only going to choose rich text formatting for very, very specific circumstances, okay. Keep that in mind.

If I go to the options tab I can change from HTML to rich text format. Why would I want to do that? Let us say I want to insert a file.

[Demo]

Speed that over here. Let us just scroll down to find the first file that I have.

[Demo]

Let us just take this right here. We that selected, I could just have double click on it, it would have thrown it right in here but I want you to take note of this right here the insert button with the little drop down arrow. If I click on that drop down arrow look that I can insert it as a hyperlink which is only available if this email is in rich text format. That is the key that is why I went it all that big lengthy conversation about the different email format. Insert this hyperlink, notice right here it is inserting it as a hyperlink only to be use internally because nobody else but people inside of my organization are going to have access to perhaps something on the network drive. Obviously, if they are not going to have access to your local drive but on the network and then this is where this need comes into play.

Imagine this is a link to a file on a network folder, okay. Just keep that in mind. That is one way and that happen to be my favorite way to include a hyperlink to a file within your email is

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