All users (some functions are only available if you are able to create public shares)

Outlook > New Email

The Workplace Outlook Plugin allows you to send Workplace projects, folders, and file links from within Microsoft Outlook, making it easier than ever to share files and providing a simple way for files to be accessed and downloaded by recipients.

This helps prevent your emails from bouncing because the recipient’s mail server doesn’t permit attachments or because mail servers on either end block an attachment it due to size restrictions.

To associate the Outlook plugin with a different Workplace account, refer to Can I change the Workplace account my Outlook plugin is associated with?

Requirements

The Workplace Outlook plugin requires Microsoft Outlook 2013 or later. For additional requirements, please refer to Workplace Desktop System Requirements

How to…

Enable the Outlook plugin

Confirm that the Enable Outlook Plugin option on the Workplace Sync Tab of Workplace Desktop is selected. If the option is disabled, please speak with your Workplace Administrator.Find the Outlook plugin

  1. In Outlook, click New Email.
  2. The Workplace Outlook Plugin will be displayed in the ribbon. It provides three options: Share from Workplace, Upload and Share, and Preferences:

  3. Select one of these options and proceed as described below.

Share from Workplace

If the file already exists within Workplace, select this option to insert a link to the file into the email.

  1. In Outlook, click New Email. The Workplace Outlook Plugin will be displayed in the ribbon:
  2. Click Share from Workplace:
  3. Select the project, folder, or file to be shared via the Outlook Plugin:

Information about the selected project, folder, or file is displayed in the lower section of the window.

If you suspect the content of your Workplace folder has changed since you opened this window, click the Refresh button to update the available folders and files.

3. Select one of the options listed below. Please note that the available options will change depending on the item you select and your permissions.

  • Create Public Link… – this option will create a link accessible to anyone via a public URL and insert the public link into the body of the email. If the project, folder, or file has already has a public share created, this option will change to Edit Public Link…, allowing you to amend the settings of the public share. For more information, refer to Manage Project, Folder, and File Public Shares. This option is disabled if you do not have permission to create public shares.
  • Insert Public Link or Insert Team Link – this option will insert a link into the body of the email. Public links (public shares) are accessible by any recipient. Team links (team shares) are only accessible by users with whom the file is already shared within Workplace.
  • Attach Original File – this option, only available for files, will simply attach the original file to the email.
  • Close – this option will cancel the operation.

Upload and Share

The Upload and Share option allows you to select a file and upload it to a specified location within Workplace. The subsequently created link can then be inserted into the body of the email.

  1. In Outlook, click New Email. The Workplace Outlook Plugin will be displayed in the ribbon:
  2. Click Upload and Share. This will open a Workplace selection window:

  3. Navigate to and select the project and/or folder to which you wish to upload the file:

To create a new folder in Workplace, click Add Folder, enter the name of the new folder in the resulting popup, then click Add Folder.

  1. Click Upload and Insert Link…. The file will upload.
  2. Navigate to the file you wish to upload and click Open.
  3. After the file has completed uploading, select an option in the following popup:
  • Create Public Link… – this option will create a link accessible to anyone via a public URL and insert the link into the body of the email.
  • Insert Team Link – this option will insert the link into the body of the email. Team links are only accessible to users with whom the file is already shared within Workplace.
  • Close – this option will cancel the operation.

Automatic Attachment Upload and Public Link (Public Share) Creation

This feature will not work if you right-click a file and select Send To > Mail Recipient. You must create a new email via Outlook and then attach a file.

  1. In Outlook, click New Email
  2. Create your email and add an attachment as you normally would.
  3. Click Send. The following popup will display:
  4. To use your default public link options/attachment upload preferences, skip to Step 6. To make changes to them for this email only, click Configure Public Link to expand the popup:
  5. Update your settings as described in Step 3 of Set your attachment upload preferences.
  6. Click Insert Public Link.
Open

Set your attachment upload preferences

  1. In Outlook, click New Email. In the ribbon, the Workplace Outlook Plugin will be displayed:
  2. Click Preferences. The Preferences popup will display:
  3. Adjust your preferences according to the table below:
FieldDefinition
Automatic attachment uploadWhen you attach a file to an email, Workplace can automatically upload the file to an “Outlook Attachments” project and create a public share. The link will replace the standard attachment in your email. For more information about public shares, refer to Manage Project, Folder, and File Public Shares.

Select your prompt preferences for this feature as follows:
Select Ask before sending to be prompted each time you attach a file to an emailSelect Disabled to turn this feature off
Select Always to always use this feature and disable the prompt
Standard LinkSelect this option to use a standard link, which enables the recipient to view the file via Workplace Online. To enable and/or configure recipient file download, see Download enabled, below. 
Direct LinkSelect this option to allow recipients to download the file directly, which minimizes user interaction.
Download enabledThis option is only available if you have selected the Standard Link option, above.

Select this option to allow the recipient to download the file from Workplace Online. Then select the appropriate radio button:
Select Original File to allow the recipient to download the file in its original format (e.g. Word or Excel)Select PDF version to only allow the recipient to download a PDF version of the file
Auto-expire public link inSelect this option to disable the public share after a certain amount of time has passed. Then select the duration for which the link will remain valid.
Auto-expire after access countSelect this option to disable the public share after it has been accessed by the recipient a specified number of times. Then enter the access count for which the link will remain valid.
  1. Click Save.

Access Outlook plugin release information and help, or report an issue

  1. In Outlook, click New Email. In the ribbon, the Workplace Outlook Plugin will be displayed:
  2. Click Preferences. The Preferences popup will display:
  • Click About for release information:

  • Click Help for online help or to report an issue: