# Lesson Notes — Managing Attachments & Cloud Links

- Link: https://doss.academy/course-1-computer-literacy/unit-6-email-electronic-communication/lesson-2-managing-attachments-cloud-links/lesson-notes-c1u6l2/
- Published: 2026-10-19T12:10:34-04:00
- Author: matthew.leffler@jefferson.kyschools.us

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

 1. You need to send a 200 MB video to a teacher. Attach it or link it, and why?
 2. What is the risk of sending a link set to “anyone with the link can edit”?
 3. 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.