--- title: "Stop Emailing Attachments: Share Links Instead | StartCloud" description: "Module 2 of our free Microsoft 365 Everyday Skills pathway: why five copies of the same spreadsheet is a business risk, how to share a link with the right permissions, working on a document at the same time, and how to get an earlier version back." lang: en json-ld: | [ { "@context": "https://schema.org", "@type": [ "LocalBusiness", "ProfessionalService" ], "@id": "https://startcloud.au/#business", "name": "StartCloud", "legalName": "Start Technologies Pty Ltd", "alternateName": "StartCloud Australia", "identifier": { "@type": "PropertyValue", "propertyID": "ABN", "value": "17 676 121 449" }, "slogan": "Go Beyond", "description": "StartCloud is Perth's cybersecurity-first AI MSP: managed IT, Essential Eight security, Microsoft 365 and cloud, networking, and practical AI for Australian businesses with 5 to 50 staff.", "url": "https://startcloud.au", "logo": "https://startcloud.au/og-image.png", 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[![StartCloud](/assets/StartCloud-Logo-ByZE1kzP.svg "StartCloud: Cybersecurity-First Managed IT Services Perth")](/ "StartCloud | Managed IT Services Perth") - Cybersecurity - AI Solutions - Cloud - Technology - Networking - Explore [Contact Us](/contact "Contact StartCloud, Perth IT Support") Open menu Module 2 of StartCloud's Microsoft 365 Everyday Skills learning pathway, in five short units with a knowledge check: why an emailed attachment becomes an uncontrolled photocopy, how to share a link instead and choose between specific people, people in your organisation and anyone with the link, working on one document at the same time with coauthoring and comments, and using version history to recover an earlier version without keeping safety copies. Course contents [Pathway overview](/learn/microsoft-365-everyday-skills) Pathway Microsoft 365: Everyday Skills 0 of 5 units done in this module 1. [Where things live ](/learn/where-your-stuff-actually-lives) 2. Stop emailing attachments 1. The photocopy problem 2 min 2. Sharing a link, properly 3 min 3. Two people, one document 2 min 4. Getting an earlier version back 2 min 5. Knowledge check 2 min 3. [Teams without the noise ](/learn/teams-without-the-noise) 4. [Better meetings ](/learn/meetings-worth-attending) 5. [Taming Outlook ](/learn/making-outlook-work-for-you) 6. [Finding it again ](/learn/finding-it-again) 7. [Working anywhere ](/learn/working-from-anywhere-microsoft-365) # Stop Emailing Attachments Module 2 · Sharing Unit 1 of 5 · about 2 min ## The photocopy problem You have almost certainly lived through this one. A quote goes out for review as an attachment. Two people reply with changes, each working on their own copy. Somebody forwards it to a third person who was not on the original. A week later there are five versions and a genuine argument about which one went to the client. The moment a file becomes an attachment, **it stops being the file and becomes a photocopy.** Every reply makes another one, and none of them know the others exist. Sending an attachment You have created a copy and lost control of it. You cannot update it, cannot take it back, and cannot tell who has it. If the numbers change tomorrow, everyone is still looking at yesterday's figures and nobody knows. Sending a link There is one file. Everyone opens the same thing, so everyone sees the current version. You can change who has access afterwards, and if the numbers change tomorrow the link still points at the truth. This is a business risk, not just untidiness Quoting an old price. Sending a client a document with the previous client's details still in it. Working from a spreadsheet somebody superseded a fortnight ago. Every one of those starts as a harmless extra copy, and every one of them has cost an Australian business real money and real embarrassment. Mark done and continue ![StartCloud](/assets/StartCloud-Logo-ByZE1kzP.svg "StartCloud: Cybersecurity-First Managed IT Services Perth") Cybersecurity-led IT for Australian businesses. We manage security, compliance, and modern IT environments, so risk is governed, not guessed. 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