Working with document links

To really take advantage of the SharePoint collaboration platform, you should use document links instead of copies when communicating within the team. You gain a number of advantages by collaborating on one central copy of a document instead of managing several copies as e-mail attachments:

• You avoid parallel conflicts.
• You are always using the latest version of the document.
  Note: It is also possible to create a link to an earlier version of the document, as explained below.
• You do not need to push out your changes to other SharePoint users. Other users will access your document on demand, or be notified automatically upon changes.
• You save e-mail server storage space.

SharePoint document links are available to your colleagues only if they have access to the SharePoint server, and have sufficient permissions to view the document. If your colleagues do not have sufficient permissions, they should request access from the site owner.

Mainsoft SharePoint Integrator for Lotus Notes provides you with a rich toolkit for creating and using SharePoint links in your communication. You can do the following:

• Drag one or more documents from SharePoint Integrator to a Lotus Notes application, such as Mail or Calendar. For the full list of supported drag-and-drop targets, see attaching SharePoint document to Notes applications.
  Note: Dragging a document from the sidebar to Notes creates a link by default, but the application preferences can be changed to create a document copy instead.
• Select Copy Link from the document context menu in SharePoint Integrator and paste the links into an e-mail message, chat window, or any other area where you can type.
• Select Version History from the document context menu in SharePoint Integrator, to view the document revision history. Then click the Copy Link button to copy the URL of a specific version of the document to the clipboard.
• Select Insert a document link from the SharePoint button in the action bar of an outgoing e-mail message.
• Select Replace attachments with SharePoint links from the SharePoint button in the action bar of an outgoing e-mail message, so that the menu item is checked. All attachments in the e-mail message will be uploaded to SharePoint and replaced with links when you send the message. (This action can be set as the default by the user or the Domino administrator.)