ShareFile

The ShareFile Outlook Plug-in allows you to insert links to your files, upload and send new files, and request files directly from Microsoft Outlook.  Once downloaded, this tool can be linked to your account by entering your user name, password, and account subdomain in the set up window.  Additionally, you can choose for all attachments to be sent via ShareFile rather than your internal e-mail server.  The Outlook Plug-in supports Outlook  2007 and 2010.

Installation

Intial Setup

After installing the Plug-in and starting Outlook, the Plug-in will detect that you're running it for the first time and present the options dialog. In order for the Outlook Plug-in to work correctly, you need to associate it with your ShareFile account and with your personal user account. The options dialog requires three things:

• Subdomain: This is the part of your ShareFile address before the .sharefile.com, for example if you log into ShareFile at http://widgetco.sharefile.com, your subdomain would be widgetco.

• User name: This is your e-mail address.

• Password: This is the password you use to log in to ShareFile.

Using the Plug-in

When composing e-mail messages, you will notice three new buttons on the Message ribbon, Send a File, Request a File, and Send from ShareFile. Clicking one of these buttons will insert a temporary (non-functioning) link into your e-mail, using the default mask or pattern set in the options dialog. The link will be finalized and made to work after you click send.

If, for a given e-mail, you would like to use different link text than your default mask, type out your message first, highlight the portion of the message you want to be a link (clickable) before you click the button.

If, for a given e-mail, you would like to use different ShareFile options than the default ones set in the options dialog (e.g. change how quickly the link expires, change whether or not you want notifications), use the drop-down next to the function you want to use and select "Change options". Any options you change here will only affect the link they were set on.

1. Send From ShareFile

• The Send from ShareFile button is for attaching files that already exist in your ShareFile account. A tree view representation of your ShareFile account will pop up for you to browse. Multiple files and folders can be checked off to be attached. Send from ShareFile has some distinct advantages: If a file already exists in your account, uploading it again using Send a File will unnecessarily use up some of your bandwidth allotment. E-mails sent using Send from ShareFile will also leave your Outbox much faster than using the Send a File button, since they do not need to wait for files to be uploaded before they go out.

• Select this option to send files that are on your computer through ShareFile. You can select multiple files by holding down the CTRL key as you select them. Files uploaded using this method will be stored in your File Box. We recommend that you do not upload very large files (over 20-50MB) to your ShareFile account through the Outlook Plug-in. You will have better, more reliable results logging into ShareFile normally and using the Enhanced Java Upload. You can attach large files already uploaded to your ShareFile account this way using Send from ShareFile. E-mails sent using Send a File will stay in your Outbox longer than normal after you click send while the files are uploaded to ShareFile. The amount of time this takes will depend on the speed of your internet connection and the size of the attachments.

• Select this option to insert a link that recipients will be able to click on and upload files to you. Files uploaded will go to your File Box. If you would like to change the destination of the files uploaded you can do this when you open a new message, click on the drop down to the right of the Request a File.
   
   

Once you have selected Change Options you will be presented with a pop up window that allows you to change the settings for the link and by clicking on File Box to the right of Destination you can select a new folder from your ShareFile account. 

Note: This change will only take effect on the link that you are sending in this email.

Using 'Send To' with your ShareFile Outlook Plug-in

You can also select to send files using your Outlook Plug-in by simply right-clicking on them in your Windows Explorer screen or Desktop.

To do so, right click on a file or folder's name and hover over 'Send To' in the drop down menu that opens. In the menu that opens to the right, click 'Mail Recipient with ShareFile.' This will open a new Outlook message with a link to the file.

Convert Existing Attachments

 If you have files attached to your email through the regular Outlook attachment option, ShareFile has a button Convert to ShareFile that will change the attachment to a ShareFile link.

 

Note: This option appears on a new message and will not be available unless there is an existing Outlook attachment on the email.