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E-Mailing sharepoint files to an external users / customers RRS feed

  • Question

  • Hello,

    A predominant issue that seems to be a concern is sending data / files stored in Outlook, to customers (external users- whom do not have access to our SharePoint). Just to clarify it, the scenario is as such: We have to send a file, possible an excel spread sheet to a customer, and that spread sheet is saved onto the SharePoint Site. For example. A library contains over 275 documents, If we have to send a file (via email), we usually browse to the folder, and then navigate through 275 files and select one. In doing so, the there is no way to filter by pre-existing metadata (columns). It can take up to few minutes trying to find a specific file; and different views aren’t helpful.

    Using Sharepoitn 2007

    Does any one have any solution to this.

    Thanks

    Tuesday, June 5, 2012 4:54 PM

All replies

  • You could try Explorer View for the library -- it will open up as a window in Windows Explorer and you can drag and drop the file into your email message.

    Jason Warren
    Infrastructure Specialist

    Tuesday, June 5, 2012 8:23 PM
  • Yes, but when you go into the explorer view, so loose all of your metadata (columun filter)

    Is there any way to be able to drag and drop, or even copy and past within a folder or any other view; while browsing by column/ metadata?

    Wednesday, June 6, 2012 2:51 PM
  • Hi Ha5an,

    If you know the metadata of the file you're looking for, why do you not change the order on that particular column or group by the metadata columns.  This would make it quicker to find.


    Paul Turner http://redmanta.co.uk/blog Twitter: @RedMantaUK MCTS:WSS,MOSS,2010 MCITP:2010.
    Please remember to click "Propose As Answer" if a post solves your problem or "Vote As Helpful" if it was useful.

    Wednesday, June 6, 2012 3:38 PM
  • But when you go in Outlook and go to browser for the particfular files; specifically;

    There are a prjoect (XYZ); for which you have to email all of the files to a customer:

    There are about 30 files all over the place for project XYZ- In the browser I can sort through the metadata, and get to XYZ project. But When I go to Outlook, compose new email; browse to that folder, all 250 + files come up with NO ABILITY to filer through columns or metadata. Same with the explorer view, as Jason (the guy above) had mentioned to go to explorer view and sort drag and drop / copy and paste. In both views (browsing for a file from outlook, and explorer view); you cannot select or filter by your columns and metadata.

    Is there any solution for it?

    Wednesday, June 6, 2012 5:26 PM
  • Have you considered creating folders within your library for each of the projects?  This would make it easier.

    Paul Turner http://redmanta.co.uk/blog Twitter: @RedMantaUK MCTS:WSS,MOSS,2010 MCITP:2010.
    Please remember to click "Propose As Answer" if a post solves your problem or "Vote As Helpful" if it was useful.

    Wednesday, June 6, 2012 5:37 PM
  • Yes, but creating folder will certainly help; but it is not the solutions. Some Programs / projects consist for 50-100+ files.

    We some times need to pick handful; relating to the topic.

    There has to a be a way for the metadata to come up either in explorer view or while browsing it within outlook; when attaching files.


    • Edited by Ha5an Wednesday, June 6, 2012 6:03 PM
    Wednesday, June 6, 2012 5:57 PM