Lesson Notes — Managing Attachments & Cloud Links
Course 1: Computer Literacy / Unit 6: Email & Electronic Communication / Lesson 2: Managing Attachments & Cloud Links
Lesson overview
There are two main ways to send a file by email: attach it, or send a link to where it is stored. Each has strengths, and choosing well saves you from bounced emails, confusing versions, and accidentally sharing too much.
Attachments
An attachment is a copy of the file that travels inside the email. Email systems have a file size limit. For example, Gmail allows attachments up to 25 MB. Compression, such as putting files in a zip folder, makes them smaller but may not be enough for large files like video.
Cloud links
A cloud link is a hyperlink to a file stored in cloud storage, such as a shared drive in Google Drive. The recipient opens the original file.
- Access permissions control who can open it. View lets people read, and edit lets them change it.
- Because there is only one copy, everyone sees the latest version.
- Cloud storage keeps files in sync across devices.
Which should I choose?
| Use an attachment when | Use a cloud link when |
|---|---|
| The file is small | The file is large |
| You want to send a fixed copy | The file may change or others will edit it |
| The person may not have an account | You want to control or take back access |
Before you hit send
- Check that the attachment is the right file and the right version.
- For a cloud link, open the sharing settings and confirm the permission level. If the person gets a “Request access” screen, the link was not shared correctly.
- Mention the attachment or link in your message so the reader knows to look for it.
Check your understanding
- You need to send a 200 MB video to a teacher. Attach it or link it, and why?
- What is the risk of sending a link set to “anyone with the link can edit”?
- Why might it be a problem if you attach a document and three classmates each change their own copy?
Use this lesson’s Key Terms page to build your glossary.