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Attaching a SharePoint file to an email

me@stephaniehunt.co.nz (Stephanie Hunt) — Tue, 22 Oct 2024 20:47:41 GMT

Struggling with attaching a file to an email from SharePoint?

I hate it when you are struggling with the most basic things after going live with new software! One of the most common questions I’m asked by users who have moved to 365 and SharePoint is “How do I attach a file (not a link) to an email from SharePoint?”

It’s easy when you are working in the old desktop version of Outlook, but what about the New Outlook on your desktop or Outlook in your web browser? Browse Web Locations has disappeared from the New Outlook that was released by Microsoft this year.

Here are your options, each of which we have given you instructions for below:

Insert a file from a team
Download the file and attach from your Downloads folder
Save the file to OneDrive and then attach
Get an Outlook plugin that integrates SharePoint into Outlook (This is a great option and makes your life so easy. Most of these are annual subscriptions, though not very expensive at $50 to $100 per year per user.

Attaching Teams Files

Open Outlook and begin a new email
Select Insert | Attach File | OneDrive
Select Groups and click on a team to see the files under that team
Select the file, then click the drop-down arrow on the Share Link button
Choose Attach

Download a file to attach

Open your SharePoint and locate your file
Click the ellipsis (three dots) next to the file and select Download
The file will be saved to your local device
Create an email, select Attach and navigate to Downloads folder to select the file

Attach a file by saving it to OneDrive

If you’re unable to download the file from SharePoint, you can still attach it to an email by following these steps:

Open your SharePoint and locate your file
Click on File | Save As | OneDrive and save the file to your OneDrive account
On a new email click Attach and select OneDrive
Locate the file and Attach

If you still have the old Outlook Desktop app

Open Outlook and begin a new email
Select Insert | Attach File | Browse Web Locations
Select a site and choose a recent folder. This will open up the insert file dialogue box to select a file

Attach files using a SharePoint Integration in Outlook

To start you need to choose an app to use for your integration. You can search for Outlook plug ins here

Some are better than others so check user reviews and have a good look at the features to make sure it meets your needs.

When choosing an Outlook SharePoint integration app, consider the following:

Compatibility: Ensure the app is compatible with your version of Outlook and SharePoint.
User Reviews: Look at user feedback to gauge reliability and performance.
Features: Assess the features offered to ensure they meet your requirements, such as ease of file attachment.
Security: Check with your IT team to ensure that the app adheres to robust security protocols to protect your data.
Support and Updates: Does it offer regular updates and reliable customer support.

We hope this helps you with your SharePoint and 365 journey! Feel free to give us a call if you need help.

Empowering Businesses with Microsoft 365 Excel Training

me@stephaniehunt.co.nz (Stephanie Hunt) — Sun, 29 Sep 2024 23:08:26 GMT

Unlocking the Power of Excel

At Engage IT, our mission is to empower businesses with the tools and knowledge they need to excel in today’s digital landscape. Recently, we partnered with the Southland Business Chamber to deliver a series of training sessions focused on Microsoft 365, with a special emphasis on the powerful features of Excel.

Unlocking the Power of Excel

Excel is more than just a spreadsheet tool; it’s a robust platform for data analysis, visualization, and decision-making. During our training sessions, we explored a variety of features designed to help businesses fully leverage Excel’s capabilities.

In this article, we share ‘Our Favourite Keyboard Shortcuts’, personally tested and recommended by Steph:

Ctrl + Enter : Enter data but stay on the current cell.
Ctrl C / Ctrl X / Ctrl V : Copy / Cut / Paste.
Ctrl + D : Fill Down.
Alt + = : Autosum.
Ctrl + Home : Move to the beginning of the worksheet.
Ctrl + End : Move to the last cell on a worksheet.
Ctrl + Shift + V : Paste values.
Ctrl + Shift + Arrows : Select the whole column or row of data.
Shift + Arrows : Highlight one cell at a time.
Ctrl + Arrows : Navigate to the top/bottom/left/right of the data.
Alt + Enter : Type on the next line within the same cell.
ESC key : Exit an action you didn’t intend to perform.

Look out for more events in the Microsoft 365 Series and stay tuned for more insights and practical advice to help your business thrive!

Change Dates from US to NZ Format in 365

me@stephaniehunt.co.nz (Stephanie Hunt) — Fri, 07 Jun 2024 08:08:38 GMT

Need to change your dates from US to NZ format in 365 when working in a browser?

This question popped up again when we were teaching Planner to a client. Its not the first time we have been asked. You might have noticed this when working in Excel online or other 365 Apps like SharePoint, OneDrive, Power Automate or Loop. The dates all default to the American format of MM/DD/YY.

Here's how to change your dates to NZ format!

Make sure you are logged into Microsoft 365, you might be in Excel or Planner, but it doesn't matter what app you are in.
Click on your profile picture in top right
Click View Account
Click Settings & Privacy
Click Regional Format then click Change Regional Format and choose the correct region setting
Below that choose the date format.

This only changes your date format. To change date format for all users you will need your administrator to change this in the Admin portal.

Here are some helpful links:

Change regional settings for a site - Microsoft Support

Set language and regional settings for Microsoft 365 - Microsoft 365 | Microsoft Learn