Sending Email Attachments via the Cloud Drive
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Sending Email Attachments via the Cloud Drive

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Article Summary

CTERA Agent includes a plug-in for Microsoft Outlook that enables you to send email attachments as public links to files on your portal Cloud Drive. The plug-in syncs attached files to the portal Cloud Drive and inserts public links to the files into the email body.

The plug-in enables you to:

  • Send attachments as public links.
  • Convert attachments to public links after you attach the files.
  • Control the following through the plug-in settings:
    • Whether to automatically send all attachments as public links, send any attachments over a certain size as public links, or never automatically send attachments as public links.
    • Whether to be asked if you want to send each attachment as a public link.
    • The expiration period for the public links.
      When you send email attachments as public links:
  • You can send large file as links, including those that are larger than the limit that may be imposed by your Microsoft Exchange Server.
  • You maintain less Exchange Server storage.
  • You can delete or edit files after sending them.
  • The files are never sent in a non-encrypted format.
    When the email recipient receives the attachment, the recipient clicks the link to view the shared files. A Cloud Drive user can also revoke access to the attachments after they are sent.

To enable using the plug-in:

  • As well as setting the Enable Outlook Addin in the Agent Desktop Integration settings, the portal administrator must have enabled the Email option under Collaboration in the Virtual Portal Settings.

Cloud Drive Plug-in Settings

To set up email attachments as public links:

  1. In Microsoft Outlook, create a new email.

  2. In the Cloud Drive group, image.png, click Attach Files and select Settings from the menu.
    The Cloud Drive Addin window is displayed.
    image.png

  3. Set the Cloud Drive Addin settings.
    Use Cloud Drive for sending attachments – When you want to send attachments as links to the portal cloud drive:

    • Always – Always insert attachments as public links to the Cloud Drive.
    • For attachments totaling – Insert attachments as public links to the Cloud Drive if the attachment is at least a specific size in MB.
    • Never – Never insert attachments as public links to the Cloud Drive.
    • Ask me first – Prompt before an attachment is inserted as a public link.

    Options – Options about the email content:

    • Files expire after – The expiration period for attachments inserted as public links.
    • Email Language – The language to use in the public link text that is inserted into the body of the email.
  4. Click Save.

Sending Attachments as Public Links

You can decide for each email whether to send files using Cloud Drive regardless of the setting specified for Use Cloud Drive for sending attachments option.

To send an attachment as a public link:

  1. In the email, in the Message tab, in the Cloud Drive group, click Attach Files and then click From PC.
  2. Browse to the file you want to attach, and click Open.
    A public link to the file is added to the body of the email and the file is added to your portal cloud drive.
    image.png
  3. Complete the email details and send the email.
    CTERA Agent syncs the linked files to your portal cloud drive. In your portal cloud drive a folder, Sent Attachments, includes all the attachments you’ve sent, in subfolders identified by the date sent.

Converting Attachments to Public Links

You can convert a file to a public link in Cloud Drive either before or after you have attached the file to the body of an email.

To convert attachments being dragged in to an email to public links:

  1. Drag the attachments to the email.
    The Cloud Drive Addin window is displayed.
    image.png
  2. Click Yes.
    The attachments are added to the email body as public links and added to your portal cloud drive.
  3. Complete the email details and send the email.

CTERA Agent syncs the linked files to your portal cloud drive.

To convert attachments in an email to public links:

  1. In the email, in the Message tab, in the Cloud Drive group, click Convert Attachments.
    image.png
    The attachments are added to the email body as public links and added to your portal cloud drive.
  2. Complete the email details and send the email.
    CTERA Agent syncs the linked files to your portal cloud drive. In your portal cloud drive a folder, Sent Attachments, includes all the attachments you’ve sent, in subfolders identified by the date sent.

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