Frequently Asked Question

More and more, we are using collaboration for documents. If we Share our documents to collaborate in Microsoft 365, we keep a version history in the Cloud and avoid the time-consuming process of downloading, editing, re-attaching and resending. This simply creates additional copies of documents, creating endless revisions and wasting space on your local drive and on our network. 

In the same way as you would with think twice about printing for environmental reasons, think 'Do I really need to make another copy of this document on my PC?' - hint - the answer is probably not.

Emails with attachments can be managed in three ways in Outlook 365. Preview, Save to OneDrive..., and Download. In general, you should need to download much, if anything, to your Desktop PC. You can preview most standard document types in the browser, for example this two-page PDF, can be read very quickly in a preview, since it's just for our information. We don't need to save it anywhere, as the Council Minutes are managed elsewhere in the organisation. We don't need our own personal copy.

However, for demonstration purposes...

Using Microsoft 365, saving attachments and managing them is fairly straightforward, you just need to know where to look. Clicking the above option will result in a very simple message:

This will save the document into your user OneDrive (as opposed to any shared spaces such as SharePoint document libraries). 

To access your saved attachments, using the Waffle, select OneDrive, and you will see the Attachments folder. 

And this is where they will be saved from your Outlook 365 app.