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Access the URL of a Document in SharePoint Without Having to Go to SharePoint

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Categories:MOSS; WSS; 2007; 2010; Best Practices; Out of the Box; Site Manager/Power User

Guest Author: Areon Jackson

Through Office applications you can send a document as an attachment to someone via email. What if you want to send someone the link to the document in SharePoint? Can this be done through the Office app as well?

As you know, there is a tight integration between Microsoft Office 2007/2010 and SharePoint 2007/2010. This integration allows a person to open, edit, save, check-out and check-in documents located in SharePoint using the Office applications without ever having to go into SharePoint itself.

But, did you know you also have the ability to access the URL address of the document located in SharePoint from the Office application? This gives you the ability to send a link to the document in SharePoint to others without having to go into SharePoint to get the address.

This is how it is done:

  1. When a document that is saved in SharePoint is open in an Office application, select the “Office” button in the upper left-hand corner of the window
  2. Select “Prepare”
  3. Select “Properties”
  4. A window will appear in the application between the Ribbon and the content of the document

  5. Copy the URL in the window called “Location”
  6. Now you can paste the URL into an email and send. You've just saved time and clicks.

Sending files this way reduces the number of clicks, saves productivity time, reduces the amount attachments of data sent though Outlook, and conforms to Microsoft best practices.

Guest Author: Areon Jackson

After spending 10 years in the US Navy as a submarine sonar technician, Areon Jackson has worked in the semiconductor industry as a Field Service Engineer. He currently works for a semiconductor equipment manufacturing company as a Knowledge Management Project Manager implementing SharePoint for a global collaboration. Areon lives in Boise, Idaho with his wife and two kids.

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