Always share the latest version
Have you ever sent a file as an attachment and then immediately noticed a typo? By sharing links, you can go back in and edit the file itself before the recipient sees it.
You don't have to re-send every time you or others make changes or make a new version of the document.
Co-authoring
When you share a link, you can simultaneously grant the recipient access to edit the document, allowing you both to write in the document together without needing to send versions back and forth.
Improved security and control
This is perhaps the most crucial reason for using links instead of attachments. When you share a link to a document rather than sending the entire document, you can impose restrictions on who can read and make changes to it. If you send a document via email, you lose control over it.
Limit forwarding
There are instances where you need to ensure that the information you share cannot be further shared. A simple method to achieve this is by using a link with restricted access. With this solution, only the individuals you specifically grant access to can open and view the document. If others try to click on the link, they will not be able to access the document. This provides a good balance between user-friendliness and security.
Grant others read-only access to the document
You don’t always want the recipient to be able to edit the documents you share, so why send them as email attachments? A better alternative would be to send the recipient a link that only grants read-only access to the document. By doing it this way, you add an extra layer of security around the content, which is not possible with attachments.
Revoke permissions
There may also be occasions when you want to share information temporarily. This is often the case with information like pricing or a proposal that may expire. By using links that automatically expire on a specific date, you prevent the file from being downloaded after a certain time. You can also adjust to a shorter duration or delete the document entirely.
Confidential information
If the document contains confidential information (sensitive information/red data), it should not be sent as an email attachment. To share such a document, it must be properly stored according to the storage guide and shared as a link. If the document is in MS365 (OneDrive, Teams, SharePoint), it must be labeled with a sensitivity label. Sensitivity labels and access restrictions determine who can read or interact with the document, adding an extra layer of security so the document cannot be read or edited if it falls into the wrong hands. For more information on what constitutes confidential information (red data), you can read the classification guide.
Cut UiO's climate footprint
Cloud storage means that data is stored on servers somewhere in the world. These servers use electricity, often a significant amount. This is electricity that might be better used for other purposes and, in some cases, unfortunately, may not come from clean energy sources.
Therefore, it is important to always consider that documents and images should not be distributed as email attachments. Signatures should be simple, short, and without images. An image in the signature might take up more storage space than the rest of the email!
In this context, it is also worth mentioning that a lot of unnecessary emails are sent, such as "Thank you!", "Have a nice weekend!", "Great!"/"Awesome!" etc.
It may go without saying, but delete spam! All these unnecessary emails also require storage space.
At UiO, about 350,000 emails are received daily. Unnecessary emails, incorrect use of signatures, and using attachments instead of links to a main version of a document become more costly for UiO than necessary and, unfortunately, not climate-friendly.