Send a file from OX as an ordinary attachment or, where enabled, a Drive Mail download link. Choose the method according to the file size and who should be able to access it. You can also retain attachments received from other people, using the saving steps below.
IN THIS ARTICLE
01 Send a file as an attachment
- Choose New email and enter the intended recipients, subject and message.
- In the composer, open Attachments and choose Add local file. If your account includes Drive, Add from Drive uses the selected file's current version.
- Wait for the file to appear in the attachment list. Check its name and remove any unintended file before sending.
- Review the From address and recipients, then send a controlled test. Ask the recipient to open the received file and confirm it is the intended revision.
02 Send a download link where Drive Mail is available
After adding the files, choose Use Drive Mail and open Options. This feature creates a public download link for the uploaded attachments. Review the expiry, optional password and any automatic deletion setting before sending; available controls depend on the service configuration.
Confirm the link opens for the intended recipient. If the document requires access restricted to named people, use the separate OX Drive sharing workflow linked below and check its permissions. A copy downloaded through a link will not be recalled by later link removal.
03 Save an attachment you received
- Open the message and display its attachments.
- Select the specific file so you do not download unrelated attachments unnecessarily.
- Choose a preview or download action supported for that file type.
- If Drive is available and appropriate, use the save-to-Drive action and choose the intended folder.
- Open the saved copy and verify its name, size and contents before relying on it for work.
04 Keep the right copy
Use a clear filename and location for the final business record. If several messages contain revisions, compare their dates and approved status before overwriting a working file. A downloaded attachment is a separate copy and will not automatically track later changes in the sender's original.
05 Example: keep the approved attachment instead of an old revision
A customer emails two files named proposal-draft.pdf and proposal-approved.pdf. Your task is to retain the approved document in the correct working location.
- Open the message in OX and select
proposal-approved.pdf. - Use the supported preview to confirm the document title and approval details, or download it for the appropriate application.
- If your account includes Drive and the folder is writable, use the available save-to-Drive action.
- Choose the intended project folder and reopen the saved file.
- Compare its filename and contents with the approved attachment.
Expected result: the project contains the correct revision. The retained attachment is a separate copy, so a later customer revision must be reviewed and saved deliberately rather than assumed to update this file automatically.
Common questions
Why can I preview one file but not another?
Preview and editing support depend on file type, configuration and plan. Use the appropriate supported application for an approved download. Lack of preview does not prove the file is corrupted.
What if a security warning appears?
Stop and verify the file through the organisation's process. Do not disable protections or enable macros simply because the message says the document requires it.
Why is Save to Drive missing?
Check whether the mailbox includes the productivity storage feature and whether the destination is writable. A mail-only plan should not be assumed to include all Drive controls.
If a legitimate attachment is incomplete, ask for its expected filename and size and compare them with the received copy. A controlled file-sharing link may be a better route for a large document.