Today’s post was written by Rebecca Lawler and James Peters, program managers on the Outlook Web App team.
Last year, we released the first wave of OneDrive for Business integration within the Outlook Web App for Office 365 customers. That integration allowed users to send OneDrive for Business files and set edit and view permissions using the Insert > Attachment menu, making it easy to share cloud files without having to separately navigate to OneDrive and leave the context of your inbox.
Today, we’re thrilled to introduce improvements to this integration to make saving and sharing files to OneDrive for Business even easier in the Outlook Web App.
Save attachments directly to OneDrive for Business
The Outlook Web App now lets you save attachments you’ve received in email directly to your OneDrive for Business folder. This allows you to access these files from wherever you are and more importantly, gives you the ability to collaborate on these files in Office or Office Online without having to manage and keep track of multiple versions.
In Outlook Web App, when you click Save to OneDrive or Save all to OneDrive, your files are added to a OneDrive for Business folder called Email attachments. Once they are stored in OneDrive you can move them to another folder, or send them in email as a cloud attachment. Let’s take a detailed look at how it works.
The process begins when you open a message that has attachments.
If you want to save a single attachment to OneDrive for Business, open the drop-down menu on the attachment and click Save to OneDrive.
To save all the attachments to OneDrive click Save all to OneDrive.
Once a file is added to OneDrive for Business you should see confirmation on the attachment.
Guidance when sharing large files
Sharing large files in email is tedious and unreliable. They can take a long time to send and frequently bounce back, never reaching the recipient—especially when emailing outside of your organization. At best, this process ends up wasting valuable time and at worst, it can result in lost business, upset customers or worse.
Improving upon our first wave our OneDrive for Business integration, the Outlook Web App now automatically notifies you if the file you are trying to send is over your organization’s message size limit and then provides a one-click option to upload to OneDrive for Business. In this case, the Send as attachment option will be greyed out.
The Outlook Web App also warns you when you try to attach a file that is fairly large and suggests that you upload and share with OneDrive for Business. In this way, you can keep your message size and mailbox smaller. This also ensures that your recipient will receive it, regardless of the file size.
Currently, Outlook Web App supports uploading files up to 200 MB directly to OneDrive for Business. Over the next 4-8 weeks, this limit will be raised to 2GB.
Frequently asked questions
Q. When can I use these new features?
A. Both of these features are rolling out worldwide to Office 365 customers. Most customers will see these features this week and we expect to roll out worldwide within 1-2 months.
Q. Which Office 365 customers are receiving these benefits?
A. All Office 365 customers with plans that include Exchange Online and OneDrive for Business, including commercial, government and academic plans will receive this benefit.
Q. Does this apply for Outlook.com customers?
A. This update applies to Office 365 commercial, government and academic customers using the Outlook Web App and OneDrive for Business. We have already released this functionality for Outlook.com and OneDrive.com.
Q. Will these features be supported in the Outlook desktop client (e.g. Outlook 2013)?
A. Not at this time, but we are working to bring it to the Outlook desktop client in a future version. You can accomplish the same capability as the Save to OneDrive feature in the Outlook desktop client by saving the attachments to your local OneDrive for Business sync folder on your computer.
Q. Can I change the location where my file is saved?
A. The Save to OneDrive action automatically saves your files to the Email attachments folder. Once they are in OneDrive for Business, you can move them to any other folder.
Q. One or more of my files are failing to save to OneDrive for Business. What is going on?
A. Check the file type of the file; some file types may not be stored in OneDrive for Business. Click here for a list of these file types.
Q. What happens if I save the same file to OneDrive for Business twice?
A. You will have two copies of the file in your Email attachments folder in OneDrive. The second file will automatically add (1) to the end of the filename. e.g. FileName.docx, FileName(1).docx
Q. What if I need to upload and email a file larger than 200MB?
A. We are updating the Outlook Web App over the next 4-8 weeks to support files up to 2GB. In the meantime, for larger files up to 2GB, users will need to navigate to and upload directly to OneDrive for Business.
Q. I increased my company message size limit to 150MB. Why am I forced to upload files larger than 25MB to OneDrive for Business?
A. Each organization has a set message size limit. The default maximum message size for Office 365 mailboxes is 25 MB, but we recently provided Office 365 administrators the ability to increase message size to 150MB.
Currently, the Outlook Web App limits each individual attachment to 25MB or smaller. A user can attach multiple attachments up to the administrator set limit, as long as each is 25MB or smaller. Currently, anything larger must be uploaded to OneDrive for Business. We are working to remove that limit soon.