Outlook: Creating a hyperlink to a network fileDecember 1, 2008
Microsoft Outlook’s Help is not much help when you are trying to create a clickable link to a file in your email message. Those of us who have worked in—or continue to work in—networked offices often have to send a clickable hyperlink to a document stored on the company’s network. For whatever reason, we don’t want to send the actual file—it may be too big, we may not want the recipient to save it and work on it on their own machine, or similar.
Here’s how to create a clickable link to a file on your network, using Outlook 2003:
- First, you must be using Rich Text Format for your email messages—not Plain Text or HTML. To set Rich Text Format, go to Tools > Options on Outlook 2003’s menu, select the Mail Format tab, select Rich Text Format from the Compose in this message format drop-down list, then click OK. (Note: You can change this setting back to what you normally use after you’ve sent your file link.)
- In a new email message, select Insert > File from the menu.
- Navigate to the file and select it. DO NOT click Insert.
- Now, look carefully at the Insert button. See the little arrow to its right? Click on that arrow.
- From the shortcut menu that displays when you click the arrow, select Insert as Hyperlink.
- Voila! The file link is inserted into the message.
If you want to change your mail format back, repeat Step 1, this time selecting either Plain Text or HTML as the message format.