Citrix Files for Outlook User Guide

TIPS!

The Citrix Files for Outlook allows Employees (users with Content Collaboration Licenses) to insert links to files, upload and send new files, and request files directly from Microsoft Outlook email messages. Additionally, you can choose to send all attachments or all attachments of a particular size via Citrix Files rather than your internal email server.

NOTE: The Citrix Files for Outlook cannot be used by Client users.

Refer to the Installation of Citrix Files for Outlook article for plugin installation instructions.

Getting Started

Open Outlook. The Citrix Files for Outlook logo will be displayed on the far right on the Outlook tool bar. If the logo displays “Log In”, click on the logo to log in.

Outlook Tool Bar


Once logged in, Citrix Files for Outlook will be shown in two places in Outlook. The Options button will be available on the main Outlook view.

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Other functionality will be available when you compose or read a message.
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Options

Change options for Citrix Files for Outlook by clicking on the Options button on the Outlook home window.

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The Citrix Files for Outlook Default settings popup displays.

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This allows you to make changes to the default settings under the following categories:

NOTE: Some options may be set and restricted by Administrators.

  • General – Allows editing of General settings including
    • Attachments
    • Icon
    • Expiration Policy
  • Attaching Files – Allows editing of these components
    • Security
    • Notifications
    • Downloads
  • Requesting Files – Allows editing of these settings
    • Security
    • Notifications
    • Upload Location
  • Encrypted Email – Allows editing of these encryption settings
    • Security
    • Notifications
    • Expiration Policy
  • Inserting Links – Allows editing of these settings
    • Appearance
    • Linked Text
    • Language
  • Help – Allows you to set up usage log files.
    • Normal – select to store a record of basic usage activity.
    • Advanced – select to store a detailed record of all usage activity.

Attach Files

The Attach Files button allows you to attach files from both your PC and files stored with Citrix. Use the file browser to select the file(s) you want to share.


When you attach a file to an email, Citrix for Outlook will place a banner in the email that lists the file(s) and availability (if applicable).

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From PC

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From PC – attach files stored on your computer to your email message. When you select this option, you will be able to select the files that you wish to attach to this email. Files uploaded from your computer using this method will be uploaded to the File Box on Citrix. If you would like to use different options for this specific email, select Use Custom Settings. After attaching the desired files and composing the email, click Send to send the email. The plugin will upload the files and convert the temporary link to a functioning link in the Outbox. Then Outlook will send the email containing the link to the indicated recipient.

Emails sent using this option will stay in your Outbox longer than normal after you click send because the files must first be uploaded to Citrix.The amount of time this takes will depend on the speed of your Internet connection and the size of the attachments. Please do not close Microsoft Outlook until your upload is complete. Citrix recommends that you do not upload extremely large files (more than 500 MB) through the plugin. You will have better, more reliable results logging into and using the web application for large file uploads. You can then attach these large files using the From Citrix option detailed below.

From Citrix

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From Citrix – attach files stored in Citrix. Check the boxes to select the files and folders you want to attach to your email. Once you have selected the file and clicked OK, the file will be inserted into the body of your email as a temporary link. If you would like to use different options for this specific email, select Use Custom Settings. After attaching the desired files and composing the email, click Send to send the email. The plugin will convert the temporary link to a functioning link and Outlook will send the email containing the link to the indicated recipient.

From Citrix uses less bandwidth and storage as you are not uploading new data to your account.

Revoke Access from Outlook Message

Once you have shared a file using the Citrix Files for Outlook, you can revoke your recipient’s access to the files from within Microsoft Outlook. To do so, navigate to your Sent Messages in Microsoft Outlook and locate the email you sent your recipient. When viewing that message, locate the Citrix Files for Outlook header at the top of the message. Click the Revoke Access button. Once you confirm, the recipient will no longer be able to access the files via the email message. Revoking access does not prevent your recipient from viewing the file if they have already downloaded it.

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After you click Revoke Access, a popup displays. You may click Revoke or Cancel.

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Request Files

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Request Files – insert a text link into the body of your email message. Your recipient will be able to click on the generated link and upload a file to your Citrix without downloading any software or signing up for an account. You can customize this automatically generated link in the Options menu.

Uploaded files are sent to your File Box. If you would like to change the upload destination for this specific email message, select Use Custom Settings. Once you have selected Use Custom Settings, you will be presented with a pop-up window that allows you to change the settings for the link. By clicking Edit to the right of Upload file to, you can select a new folder from your Citrix Files account. Any changes made will only affect the link that you are sending in this individual email only.

Convert Attachments

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Convert Attachments – Convert normal file attachments to a secure Citrix Files link. This option will only appear on a new message and will not be clickable unless there is an existing attachment on the email. After clicking Convert Attachments and composing the desired email, click Send to send the email. The plugin will upload the files and convert the temporary link to a functioning link. Then Outlook will send the email with the link to the indicated recipient.

Emails sent using Convert Attachments will stay in your Outbox longer than normal after you click send as the files must first be uploaded to Citrix Files. The amount of time this takes will depend on the speed of your Internet connection and the size of the attachments.

Features


Add a File Request Link to Your Outlook Signature

1. Open a New Outlook Email Message.

2. Click the Request Files button, then Use Custom Settings.

  • Configure the options to your liking, designate your preferred uploading destination, and don’t forget to adjust your expiration settings! Click OK to generate the link.
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3. Highlight the newly generated Request a File link, right-click and select Copy.

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4. Click Signature in the ribbon and edit the Signature you wish to add the link to. Paste the Request a File link into the signature.

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5. Click OK to save the changes to your signature.

Using “Send To” with Citrix Files for Outlook

You can also choose to send files using the plugin by right-clicking the files in your web browser screen or desktop. To do so, right-click on a file or folder and select Send to in the drop-down menu that opens. Next, click Mail Recipient with Citrix Files. This will open a new Outlook message with a temporary link to the file already created.

Save Attachments to Citrix

You can now save an email attachment directly to Citrix with a few clicks. To do so, right-click the attachment in your Outlook message and choose the Save to Citrix option. Use the folder tree to select an upload destination on your account, then click OK. Your file will be uploaded to Citrix.

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Incompatible Add-Ins or Services

Citrix Files for Outlook is not supported with any 3rd party service or add-in and cannot be guaranteed to function properly when used in conjunction with other add-ins. This includes meta-data scrubbers, SmartVault, iTunes, Grammarly and other add-ins. While frequently encountered add-ins may be specifically mentioned in this article, this article should not be treated as a final list of incompatible add-ins.

  • If you are using an antivirus program such as Kaspersky or McAfee, please take steps to add Citrix Files as an exception to your apps.
  • Metadata Scrubbers may interfere with Citrix Files for Outlook. It is recommended that any metadata scrubber add-ons be disabled in order for the Citrix Files for Outlook to function properly.
  • Likewise, Exchange Alternatives (such as Kerio Connector) are not compatible with Citrix Files for Outlook and may block the plugin from functioning correctly. Citrix Files recommends disabling these add-ons.

Contacting Support

Click here for Citrix Files Support Contact Information.

Sending Large Files

We do not recommend attaching large files (more than 500 MB) from your PC through the plugin. You will have better, more reliable results logging into and using the web application for large file uploads. Once you have uploaded the large file to Citrix, you can then attach these large files to an email message using Attach Files From Citrix.

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