Share files using Microsoft Outlook



To simplify how you share files by e-mail, you can use the Acrobat.com Add-in for Microsoft® Outlook®. Using this add-in, you send links to files rather than file attachments from within Outlook. Sending links ensures that your recipients can download files from Acrobat.com, regardless of the size or type of attachment. You can send links to files on your computer or to files in your Acrobat.com organizer. You can also insert the URL to your personal ConnectNow meeting room in your e-mail messages or calendar meeting invitations.

    Install and open the Acrobat.com Add-in for Outlook

    1. Close Outlook, and then download the Acrobat.com Add-in for Microsoft Outlook from Acrobat.com. The add-in currently supports Office 2007 only.

    2. Double-click the setup.exe file and follow the installation instructions. If you do not have Microsoft .Net Framework 2.0 installed on your machine, it is installed automatically.

    The next time you start an e-mail message or calendar meeting invitation in Outlook, you’ll see the Acrobat.com tab in the top toolbar.

    Insert file links or meeting URLs

    Links to files and your personal meeting URL appear in your e-mail message or calendar meeting invitation. You can add multiple links in the same e-mail or meeting invitation.

    View full size graphic
    E-mail message with links

    A.
    Acrobat.com tab

    B.
    File links

    C.
    Meeting URL

    D.
    Organizer files sorted alphabetically

    Insert a file link

     Sign in if necessary, and do one of the following:

    • To upload a file and send a link to it, click Upload File And Insert Link. In the window that appears, browse for a file and specify an access level (see Access levels for shared files). Click Attach. The add-in uploads a copy of the file to your organizer and adds a link in the e-mail message.

    • To link to files in your Acrobat.com organizer, click Insert Link From Acrobat.com. A list of all the files you have uploaded to your organizer appears in the right pane of your Outlook window. Double-click a file from the list to add the link in the e-mail message. You can also search for a specific file by filename, or change the sort criteria.

    When you send the e-mail, the add-in shares the file with the recipients in your e-mail message. If the recipient is a Microsoft Exchange Mailing List or an Outlook Mailing List, the add-in shares the file with the individual members of the mailing list. All recipients are added to the file’s sharing list on Acrobat.com.

    Note: Your sign-in credentials are retained, or cached, throughout your computer session, so you don’t have to sign in again.

    Insert a meeting URL

     To insert a link to your personal ConnectNow meeting room, click Insert My Meeting Room URL. The link appears in the e-mail message or calendar invitation.

    Preferences options

    Acrobat.com add-in preferences allow automating the workflow of uploading files to Acrobat.com. Preferences also specify how to handle conflicts between filenames sent as links and filenames already stored on Acrobat.com. In the Acrobat.com tab, click Preferences. Each section includes options, such as the following:

    Always Send Acrobat.com Links
    Uploads all e-mail attachments to Acrobat.com and sends links to the e-mail recipients.

    Only Send Acrobat.com Links When Size Of The Attachments Is More Than 5 MB
    Allows you to change the default size of the attachments to match your requirements.

    Never Send Acrobat.com Links Automatically, Send File Attachments
    Sends files as e-mail attachments by default, unless you explicitly upload files to Acrobat.com.

    Default Access For files Uploaded To Acrobat.com
    Choose the access level, restricted, or open. (See Access levels for shared files.)