This applies to:
Available with the following QorusDocs Editions:
QorusDocs offers a few different ways to share files with coworkers and people within your organization.
The best option for sharing documents with people outside your organization, for example, when you’d like to share a finalized document with a client (where they will have read-only access to the file), is the QorusDocs ‘Share and Track’. If your client has requested otherwise, or you just need to simply attach the file – you can do that too with the QorusDocs Add-in for Outlook (as explained below).
The best option for sharing documents with people inside your organization, for example, an automated template or a stand-alone document with a coworker who has a QorusDocs license, is the QorusDocs ‘Get a Link’. Alternatively, you could share a link to access the file directly in the underlying source system (also as explained below).
The QorusDocs Add-in for Outlook supports attaching one or more files to your outgoing email messages, and even converting them to PDF first for files that are in Word or PowerPoint format. However, ‘Get a Link’ or copying a link from the ‘Info’ window are supported in all the QorusDocs Add-ins as well as in Hub Central.
In this article, we'll explain how to:
- Attach and convert files to PDF in Outlook
- Use the ‘Info’ window to copy the underlying source file link for internal use
1. Attach and convert files to PDF in Outlook
In the QorusDocs Add-in for Outlook, click on the file name of the file you’d like to attach, and then on the 'More menu' button, and on ‘Attach’:
If you only need to attach one file, then, use the attach options displayed below the search bar, and attach the file:
- In its ‘Original’ format, to keep the selected file’s format e.g. Word document), or
- In ‘Pdf’ format, to have QorusDocs convert the file to PDF and attach it to your email
Alternatively, you can click on ‘Clear’ to clear your selection.
If you’d like to attach more than one file, then you can continue searching or browsing your content and then when you’re ready, click on ‘Attach’ again.
Once you have all the files you need, you can attach them all in their original file format or convert them to PDF format first, before attaching them.
In the example below, we’ve selected the PDF option:
After a few seconds, you’ll see the files attached to your email, a bit like this:
2.Use the ‘Info’ window to copy the underlying source file link for internal use
This works only for files in native Microsoft Office file format: Word, PowerPoint, and Excel.
Click on the name of the file you’d like to share a link to and then on the ‘More’ menu (the three dots), and then on ‘Info’:
The following window will pop up and display two URLs: the File Location and the Linking URL. It is important that the person you share one of these links with, has access to the file in the underlying source system. If not, they’ll get a ‘Permissions Denied’ error when they click on it and will need to request access.
To share one of these, hover your mouse over the URL to bring into view the ‘clipboard’ icon and then copy the link of your choice and paste into an email, another document, or a chat message for a coworker.
Here’s the difference between the two URLs:
- When your coworker clicks the ‘File Location URL’, their browser will attempt to open the document directly in Microsoft Office. Depending on their security settings, they may get a prompt a bit like this one, asking to confirm, if they’d like to open the file:
They can then edit the file on their desktop version of Microsoft Office:
When your coworker clicks the ‘Linking URL’, the file will open directly in their browser, a bit like this, where they can edit it in the online version of MS Office:
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