Outlook Plugin User Guide

Article Contents

Basics Features Troubleshooting


Getting Started

After installation and setup, you will notice three new buttons on the message ribbon when composing a new email: Convert Attachments, Attach Files, and Request Files.

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Clicking one of these buttons will insert a temporary (non-functioning) link into your email. The link will be finalized and functional only after you click Send.


Attach Files

The Attach Files button allows you to attach files from both your PC and your ShareFile account.



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 of your ShareFile account. If you would like to use different ShareFile 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 as the files must first be uploaded to ShareFile.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. ShareFile recommends that you do not upload extremely large files (more than 500 MB) to your ShareFile account through the plugin. You will have better, more reliable results logging into and using the ShareFile web application for large file uploads. You can then attach these large files from your ShareFile account using the From ShareFile option detailed below.



From ShareFile

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From ShareFile – attach files stored in your ShareFile account. 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 ShareFile 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 ShareFile 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 ShareFile Plugin, 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 ShareFile Plugin 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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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 ShareFile account 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 ShareFile 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 ShareFile 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 ShareFile. The amount of time this takes will depend on the speed of your Internet connection and the size of the attachments.

Sending Large Files

ShareFile does not recommend converting extremely large files (more than 500 MB) via the plugin. You will have better, more reliable results logging into and using the ShareFile web application for large file uploads. Once you have uploaded the large file to your ShareFile account, you can then send the large file by attaching it to an email message using Attach Files From ShareFile.



Initiate Feedback and Approval Workflow

This feature is available on the ShareFile Plugin for Outlook, version 4.3 or later.
Click here for information on how to use this feature from within Outlook.


Features


Add a Request a File 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 the ShareFile Plugin

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 ShareFile. This will open a new Outlook message with a temporary link to the file already created.


Save Attachments to ShareFile

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

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Protected Sharing Support

Specific ShareFile accounts can send a file with Protected Sharing options using version 4.0 or later. Use this feature to protect file access even after the file has been downloaded by your user. This feature may only be configuring by using the Use Custom Settings option. Click here for additional information on Protected Sharing.


Incompatible Add-Ins or Services

The ShareFile Outlook Plugin 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 ShareFile as an exception to your apps.
  • Metadata Scrubbers may interfere with the ShareFile Plugin for Microsoft Outlook. It is recommended that any metadata scrubber add-ons be disabled in order for the ShareFile Plugin to function properly.
  • Likewise, Exchange Alternatives (such as Kerio Connector) are not compatible with the ShareFile Plugin and may block the plugin from functioning correctly. ShareFile recommends disabling these add-ons.




Contacting Support

Need help? You can find a link to contact the Support team directly through the Outlook Plug-in. To do so, click the Plugin Options button in your Outlook ribbon to open the Options menu.

Next, click the Help button and click Get Support. This will open your browser to the Help Center where you can search the Support Knowledge Center, or contact the Support team.


Sending Large Files

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


Rich Text Format

The ShareFile Outlook Plugin does not support Rich Text Format messages.

Uninstall ShareFile Outlook Plug-in with default uninstaller

Windows 7 Users

  • Click on Start at the bottom left of the screen
  • Select Control PanelUninstall a program link.
  • Search for ShareFile Outlook Plug-in in the list, right-click it and select Uninstall.
  • Follow the instruction to finish the removal.
  • Restart your computer.

Windows 8 Users

  • Hover the mouse pointer in the lower right corner to see Win8 side menu.
  • Go to Settings > Control Panel > Uninstall a program link.
  • The rest are the same as those on Windows 7.

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