Send an email or copy the link of a library file or list item

When communicating through email, a link to a file is much more efficient to use than an email attachment. Not only does it help you ensure that the latest copy of the file is being accessed, but it also helps reduce network traffic and email storage. You can send a link to just an item, or a link to the whole list.

How else will this help me?    When you work with library files and list items, you might want to use the link (or URL) for the file or item. For example, a colleague may ask you to send an email with a link to a library document so they can quickly read it, you might want to save a link to a list item that contains useful information for you, or you want to enter the URL into a text box while editing a page.

Email a link to a document or file in a library

   
  1. Navigate to the site that contains the library for which you want to email a link.
  2. Click the name of the library or list on the Quick Launch, or click Settings Options button, and then click Site contents, and then in the appropriate library or list section, click the name of the library or list.

     Note    A site can be significantly changed in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select the library file.
  4. Click the ellipses (…) that appear next to the document name to open the document callout for more options.
    Screenshot of the top of a document library in SharePoint. This shows the document name followed by the three dots of an ellispsis. You can click the ellipsis to open a document callout panel with more information about the document, and options for actio
  5. In the document callout, click Share.
    Screenshot of the callout window for a document in a SharePoint document library. The callout shows the document file name and the URL. It also provides Edit, Share, and Follow buttons that you can click to take action.
    Note that SharePoint automatically opens the document in the document panel by using an appropriate program, such as Word Web App for a Word document. You can choose to Edit or Follow the document. In addition, you can click the ellipsis (…) in the document callout to see more options.
  6. In the Share dialog box, enter the email address, an optional message.
  7. Click Share.

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More about links for libraries and lists


Copy the URL for a document in a library

  1. Navigate to the site that contains the library for which you want to email a link.
  2. Click the name of the library or list on the Quick Launch, or click Settings Options button, and then click Site contents, and then in the appropriate library or list section, click the name of the library or list.

     Note    A site can be significantly changed in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select the library file.
  4. Click the ellipses (…) that appear next to the document name to open the document callout for more options.
  5. In the document callout, find the document URL near the bottom of the callout window. Select the text of the URL and copy it.

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Email a link to a whole list

You can email a link to a list. The link opens the page that contains the whole list.

  1. Navigate to the site that contains the library or list for which you want to send an email with the link.
  2. Click the name of the list on the Quick Launch, or click Settings Options button, and then click Site contents,
  3. Click the name of the list.

     Note    A site can be significantly changed in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

In the ribbon, click the List tab, and then in the Share & Track group, click Email a link. Your default email program opens a new email message that has the link in the message area.

  1. Enter the email address and subject line that you want to use, and then click Send.

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Copy the link of a library file or list item

Navigate to the site that contains the list that has the items that you want to create a link to.

  1. Click the name of the list on the Quick Launch, or click Settings Options button, click Site contents.
  2. In the appropriate list section, click the name of the list.

     Note    A site can be significantly changed in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select the list item.
  4. Right-click the file name or item Title to open the menu, and then click Copy Shortcut. Now, as long as the recipient has the necessary permissions, you can paste the link and send it using Outlook or another email program.

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Applies to:
SharePoint Foundation 2013, SharePoint Online Enterprise (E1), SharePoint Online Enterprise (E3 & E4), SharePoint Online operated by 21Vianet - Enterprise (E1 & E2), SharePoint Online operated by 21Vianet - Enterprise (E3 & E4), SharePoint Online operated by 21Vianet - Small Business, SharePoint Online Small Business, SharePoint Server 2013 Enterprise, SharePoint Server 2013 Standard