How To Send Documents Through Email

Microsoft Office 365 Message Encryption

How to simply send documents via email

Microsoft 365 subscribers with E3 licenses can send documents securely via email using the Microsoft 365 Message Encryption tool. To encrypt a single message using the desktop version of Outlook:

  • Write your email and attach your files.
  • Much like in the desktop version of Outlook, youll next refer to the top navigation menu.
  • Press the Encrypt menu to access a drop-down menu.
  • Select the Encrypt only check box and press OK.
  • Send your email.

Data From Radicati Shows That Business And Consumer Emails Are Expected To Surpass 347 Billion By Eoy 2023 With This Massive Attack Surface In Mind Lets Explore How You Can Send Documents Securely Via Email

Every time we have to send a document containing personal information, pictures, or our bank account number and details to someone, we usually do it via email without a second thought. Its easy: we write the message, attach the file, and send it all just in a few clicks.

What if you send the email to the wrong email address by mistake, though? Verizons 2021 DBIR report shows that misdelivery is the second leading error issue in public administration-related data breaches. Or, even worse, what if a hacker intercepts the email during the transmission and the sensitive information in the attached document is stolen? Well answer the burning question we know youre wanting an answer to: how can I send documents securely via email?

In this article, well answer all these questions and explore different methods relating to how to send documents securely via email. Before we start, though, lets have a look to the risks of sending sensible information without protecting it.

How To Email Files

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Here are simple, easy to understand, step-by-step directions on using email to send files to other people.

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Alternative Way To Upload And Email Documents

In business, you need processes and systems that are efficient and secure. Emails dont always offer this.

This is why youll find some companies now using cloud tools, such as eversign. On our platform, you can upload documents and send them to recipients via email.

The documents are accessed and signed through the platform for security.

To upload a document to eversign, you first have to scan the document using the steps above. Then rather than emailing it, you sign into eversign and find the documents location and upload it directly to the platform.

To do this, hover over the Documents section and click on the + symbol.

Next, click on Me and Others. This will make you and other recipients the signers of the document. Or you can choose Others Only if only other people must sign it.

Then click Choose files and locate the document you scanned using your smartphone or desktop.

Once its uploaded, you can add recipients and create a title and message. You can also choose when the document will expire in this example, its 3 months.

Other features include auto reminders and require all signers to sign before the documents marked as completed.

After youre all done, hit the Quick Send button in the upper right corner to send the document right away.

How To Send Pdf Files Via Gmail

Dentrix Tip Tuesdays: Emailing a Document from the ...

PDF is one of the most common formats used for sending and receiving documents. The PDF format is especially useful when sending professional documents such as contracts because it preserves the document’s original formatting and prevents the recipient from making changes. Gmail, the free email service provided by Google, is capable of sending PDF attachments as long as the total attachment size is under 25MB.

1

Sign in to Gmail and click “Compose.”

2

Enter the recipient’s email address, a subject line and the text of your email.

3

References

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Scan A Document Into An Email

  • Tap in the email where you want to insert the scanned document, then tap above the keyboard.

  • Tap above the keyboard.

  • Position iPhone so that the document page appears on the screeniPhone automatically captures the page.

    To capture the page manually, tap or press a volume button. To turn the flash on or off, tap .

  • Scan additional pages, then tap Save when youre done.

  • To make changes to the saved scan, tap it, then do any of the following:

  • Crop the image: Tap

  • You can use Markup to write or draw on a photo, video, or PDF attachment.

  • In the email, tap the attachment, then tap .

  • Using the drawing tools, draw with your finger.

  • When youre finished, tap Done.

  • Tap in the email where you want to insert a drawing, then tap above the keyboard.

  • When youre finished, tap Done, then tap Insert Drawing.

  • To resume work on a drawing, tap the drawing, then tap .

    Email Your Document And Request A Signature

    Heres the best way to getting your digitized document signed online:

    Use Electronic Signature Software

    Once you have digitized your document, youll have a few options to get it signed. A free and simple way is by requesting a signature through an online signature app such as Signaturely.

    Signaturely is a simple and effective digital signature software that allows you to create online signatures and online documents with legal validity. With Signaturely, your signees wont need to be at the same place to sign a document. Instead, they can sign it online with their phone, tablet, or laptop.

    Signaturely allows you to create e-signatures for free, without any registration. This allows you to sign your document online, and share it with multiple people.

    Heres how:

  • Create an account on Signaturely for free
  • Open your account and select the names of those who need to sign the document.
  • Prepare your document by adding a title and a customized message to the people who will be signing it:
  • Scroll down and select how youll add your files. You can select files from an online platform, like your Google Drive account, or upload them from your computer.
  • Open your document and add signature fields to it with the online editor.
  • Enter the signers names and email addresses. You can also select an order for them to sign it in, and Signaturely will send the documents to users in the preselected order:
  • Review your information and click Send Document.
  • Pros:
    Cons:
    • No mobile app available

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    How To Turn Documents To Pdf

    So now that you know about the benefits that come with sending your email attachments as PDFs, finding a way to convert documents into PDF before attaching and sending them is the next step.

    This is where software such as Able2Extract Professionalcomes into play. You can simply take your MS Word, Excel or PowerPoint document and create PDF files out of them while retaining the structure and form of the original document accurately. After creating the PDF, if the file size is too big to be sent as an attachment, you will also have the ability to compress a PDF and reduce its file size before forwarding it.

    Option 6 Attach Files From Outlook Web Mail

    How to Send Word 2016 document to Email

    You can also attach a file from Outlook web mail. This only works in browser-based Outlook email, it works differently in your desktop Outlook client . When you attach a file from within Outlook web mail, you can grab files either from your OneDrive or Office 365 Groups document libraries. Once you specify the file you want to attach, it then gives you an option to handle attachment as attachments or live links to the files .

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    How Do I Send An Attachment For Esignature Via Gmail

    Apart from signing the email attachments, you can send the attachment back without ever leaving Gmail. Here are the steps to do so:

    • After logging in, the attachments in the currently open email will automatically be fetched by the add-on.
    • Once sent, you will be redirected into Gmail automatically.

    Your email inbox is the hub of our daily hustle. To aid you in getting through these emails faster, SignEasy has placed the e-signature solution at your fingertips via Gmail. Download the SignEasy app and then extension today to actually improve business productivity

    Five: Send The Document To Recipients

    Now, youll find the scanned document in your Google Drive. Once you click on it, you can select the three dots in the upper right corner.

    This will open up a menu where you can choose to either add people. Select this if you want others to have access via Google Drive.

    Otherwise, youll select send a copy.

    From here, you can choose to send the document using Yahoo, Gmail, or another connected emailing tool.

    Insert the email address and hit send. Youre all done!

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    Easily Send Encrypted Documents

    Send Encrypted messages by logging into the DocumentGuardianĀ® portal. You can also check your inbox, get a record of your sent messages and see a record of who has downloaded the messages you sent. DocumentGuardianĀ® users who have the Outlook plugin can send encrypted messages and attachments with one click, for added security set an expiration date or file download limit.

    Email A Doc As An Attachment

    How to send a document via email with Word 2007?

    Google Docs has a feature that allows you to quickly and easily send a copy of your document to anyone with an email address.

    Watch the video below to learn how to use the feature.

    To email a doc directly from Google Docs:

  • Click File > Email as attachment.
  • From here, you’re essentially sending an email from the Gmail account that you are signed in as. You can enter a recipient’s email address, create a subject line, and write a message.
  • Optional: If you want the document to be included within the body of the email instead of as an attachment, select the Don’t attach checkbox. This may help if the recipient can’t open certain files.
  • When your email is ready, click Send.
  • You don’t need to share the document with anyone or change the permissions in order to use this feature. It only sends a static copy of your document to the recipient. This means that they will not have access to the Google Doc itself.

    Integrating with Gmail

    It’s worth noting that when you send your document with Google Docs, the email it generates will not appear in the sent messages of your Gmail, nor will Google Docs keep a record of the email.

    However, if the recipient responds to your email, their response will appear in your Gmail, just like a regular email.

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    Option : Attach Sharepoint Documents From Outlook Client

    I saved the best for last. Lets face it all the above options are great, but they require us to change the behavior, and who likes that? We live and breath in Outlook for the whole day. So here is how to attach SharePoint files in Outlook desktop app:

  • In your Outlook, click on Attach File, then Browse This PC
  • In the window that pops up, we have to choose the attachment from our PC. However, instead, lets go ahead and paste the URL to the document library where you want to attach files from. Go ahead and copy the URL, Make sure you only copy the URL fo library itself, not the whole path to a specific view
  • Your document library files and folders will now appear in the window.
  • Just navigate to the file you want to attach and click Insert
  • The file will now be attached to an email
  • This last tip is courtesy of Darrell Webster and his great video tutorial

    How To Email A Document

      Files on your computer can be attached to an email and sent to friends at the touch of a button everything from business documents to holiday snaps

      This guide will show you how to attach a document to an email using Gmail. However, youll find this information relevant to the majority of email accounts.

      Youll need:

      • an email account, set up and ready to send and receive email
      • a document saved on your computer.

      Follow these step-by-step instructions to email a document

      Step 1: Log in to your email account so that you are on the dashboard of your mail account.

      Step 2: Click Compose. Alternatively, you can reply to an email that youve received by double-clicking on it in your list of received emails, then following the same steps.

      Step 3: Once your new email is open, type your recipients email address in the To field. Then put a title for your email in the Subject box and type your message.

      Step 4: Click on the paper clip icon at the bottom of the compose window.

      Step 5: Browse through your Windows folders until you reach the document you want to attach to your email. Highlight this by clicking on it and then click Open. This will add the document as an attachment to your email.

      Step 6: You can tell that your document has been attached to you email by its file name appearing in blue text at the bottom of the compose window.

      Step 7: If you want to attach another document, click the paperclip icon again and repeat steps 4 and 5.

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      How To Scan & Email A Document

      Thinking about going paperless? Well, if you have access to basic technologies, you can easily do so.

      In business, paperwork is a part of your daily tasks. You have to sign contracts, fill out HR documents for new hires, and email documents back and forth to co-workers and clients.

      The amount of paper American offices produce per year is an astonishing 10,000 pages. And its no better around the world.

      In the U.K. businesses use an average of 45 sheets of paper per day and two-thirds of that goes to waste.

      Wherever you are in the world and for whatever reasons youre trying to go paperless, you can do it using a desktop, smartphone, or tablet.

      A great first step is to start scanning documents and emailing them vs making copies and mailing them. You can even use a platform like eversign to scan, upload, and sign important business documents.

      But more on that later. Lets take a closer look at how you can scan and email documents.

      Remove A File From A Message You’re Sending

      How To Send Documents in Gmail

      To cancel an attachment you added to a message, select the Remove Attachment button next to the undesired file.

      Sometimes when you add an attachment, like when dragging an image into the as just described, it will be placed inside the body of the message and not as an attachment. To remove those, just select the item and choose Remove.

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