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MetaShare Help - FAQ

    How do I send documents as attachments?

    MetaShare does not have any function that, from MetaShare's user interface, attaches documents into an e-mail, so the way that we recommend our users to do when they want to send a document from MetaShare as an attachment in an e-mail is to use one of the following methods:

    Method 1 - Download the documents and attach

    1. Download your documents.
    2. Go to the folder where the document was downloaded to and copy the file and later paste it into your e-mail message or, from your e-mail client, select the function to add an attachment and then select the document from the folder where it was downloaded to.

    Method 2 - Attach the document from Outlook

    1. From an Outlook e-mail click in the "Attach File" function, available in Outlook's Ribbon. The latest documents that you have been working on will be shown in the list. If the document is available among the list of documents, just click on it.

      If the document is not available in this list, you fist need to select the option "Browse Web Location", in the bottom of the list.

      Then you select the option "Sites - [Your company name]".

      The latest sites that you've been working on will be shown in the list. After selecting a site, the site's documents will be shown in a standard SharePoint view with these 4 sortable columns: Type, Name, Modified By & Modified.

      The options that you have to find a document is to either start writing the name of the document that you want to attach, in the "File name" field or by sorting the documents by one of the columns and then scroll to find it. If you find the document, just click on it and then click on the "Insert" button.
    2. You will now get a question as to how you want to attach the file. If the recipient of the e-mail has access to the workspace where the document is located, then select the Share link option, else you need to attach it as a copy.

    Method 3 - Attach the document from Word, Excel, PowerPoint and SharePoint's web viewer

    1. If you have opened a document from MetaShare you can easily attach the document directly from their applications. This method works from:
      1. Office Desktop applications (Word, Excel and PowerPoint)
      2. Office Web Apps (Word, Excel and PowerPoint)
      3. SharePoint's web viewer (see this page for file types that are currently being supported for previewing)
    2. Click on the Share Button, located either on the top right of the application (Word, Excel and PowerPoint) or on the top left of the application (SharePoint's web viewer).
    3. The following form is now shown,

      where you have four options:
      1. If you want to send the document to someone that does not have access to the document in MetaShare, select the "Send a Copy" option in the bottom of the form. You can choose to send the document in it's original format or to first convert it to PDF and then attach it.

        After having selected a format for the document, a new Outlook message will open up with the attached document.
      2. If you want to send the document as a link, click on the Outlook option.

        A new Outlook message will open up with the document's link in the e-mails body.
      3. If you want to just copy the link to your clipboard, click on the "Copy link" option.
      4. If you use the top part of the form, a mail will be sent to the added recipients directly from Office 365, including the optional message that you can write in the form.

        There are a few options that can be selected when clicking on the button on the top of the form.

        Selecting any of the options above, apart from the "People with existing access" option, will create a unique permission for the specific document, so please choose wisely. The "Anyone" option is only available if you organisation permits external sharing. You can also choose to give the recipients edit access by marking the checkbox "Allow editing" (this checkbox is not shown when selecting the "People with existing access" option.
        The mail that is sent out using this option, after having clicked in the "Send" button will get this format:

    Method 4 - Attach the document from Adobe Acrobat 

    If you are are using Google Chrome and have installed the Adobe Acrobat Extension for Google Chrome you can open the PDF-document in the browser and then easily attach the document directly from Adobe Acrobat by:
    1. Clicking on the "Share button on top-right corner of Adobe Acrobat:
    2. Depending on which application you get slightly different options to choose:
      • Adobe Acrobat Reader: 
        • Select the "Attach to Email" option:
      • Adobe Acrobat Pro:
        • Select the "Send as attachment" option:
    3. In both cases, the document will be attached to an e-mail: