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Missing Option to "Insert a File Hyperlink in an Outlook Item"

Posted on 2008-02-12
Medium Priority
Last Modified: 2012-08-13
One of our new employees is asking how to "Insert a File Hyperlink in an Outlook Item". I don't see that option in my Outlook or his. He said he could do this at his old company and I found the below instructions on the internet. However, both our Outlooks do not have that option.  (note: I know how to do the work around by coping the path, pasting it in the email and right clicking on it and assigning a hyperlink.)

Does anyone know why this option is not showing up?

Place your curer in the notes/body field of the Outlook item (in the thumbnail example below, we are using an Outlook journal entry).  On the item menu bar select Insert/File and the Insert File window will open.

Use the browser to find the file that you would like to insert a hyperlink for then select it and click the drop down arrow to the right of the Insert button (lower left hand side of the Insert File window - see thumbnail below).

Insert File Hyperlink in Outlook Item

Select Insert as Hyperlink from the Insert button drop-down menu and you will see a link appear in the body of your Outlook item.  If you click on the hyperlink, the file will open.

The great thing about inserting Hyperlinks instead of the file itself is that you will always get the latest version of the linked file and a hyperlink takes up a lot less storage space in your Outlook Mailbox than an actual file.

Question by:bugsbey
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Expert Comment

ID: 20875763
If you change the format of the email you are sending to HTML this feature is available.

Click Tools/Mail Format and in the drop down list you'll have the option of HTML, Rich Text and Plain Text.  Choose HTML and then click OK.  Now when you open a new mail message you will see the new additions to the Insert menu.

Expert Comment

ID: 20875772
Sorry, make that Tools/Options/Mail Format

Author Comment

ID: 20875863

I already have my Outlook set on HTML but I still don't have that Option. The only options I have are Open, Insert as Text and Insert as Attachment.

Do you think is has anything to do with not being attached to a Windows Server?
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Author Comment

ID: 20875888
Also, maybe it has something to do with the Outlook Email Security Update removing features.


Accepted Solution

CBanman earned 2000 total points
ID: 20876165
It shouldn't be a security update, as my system is fully patched.  Are you clicking Insert/Item?  The best way to do this, so you have the most options, is to set Word as your email editor (Tools/Options/Mail Format), open a new mail message, then click the Insert drop down menu, and click Hyperlink.

You will have all kinds of options on what to insert as a hyperlink.


Author Comment

ID: 20876579
I still don't have that option but I realized that if I just right click and choose hyperlink I can click on the folder and click ok and it creates a link for me. I thought I had to go get the address of the folder, copy it, paste it in a new email, then select the address and assign the hyperlink.

Author Comment

ID: 20876585
Thank you for your help!!!

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