We often send numerous documents using Microsoft Outlook. Now make your communication more effective with documents with an add-on for Outlook, ‘DocSend’. DocSend for Outlook makes documents a more effective and more meaningful channel for communication. After you install it, you’ll be able to access your files and easily create DocSend links right when you need to most, i.e. when you’re sending an email. However, there’s more to DocSend for Outlook than just sending documents and attachments. Read on to know about this new add-in for Microsoft Outlook.
DocSend for Outlook
Let’s start with the basics. DocSend is not a new app; its been here for some time now. However, DocSend as an add-in for Outlook is a new thing. It is originally an analytical tool for documents; especially for the ones you send through emails. We often wonder when we send a document through email; whether the person has seen the document or not. Besides; for confidential documents we worry further if the recipient of the document has forwarded it further. With the help of DocSend you can know what happens to your document. From knowing when the person opened it, how many times, whether it was downloaded or not and whether it was forwarded to someone; you can keep a track of everything using DocSend.
Now, this tool is available for Outlook Mail. DocSend for Outlook does the same work when used as an add-in for Outlook Mail. It links your DocSend account to the Outlook Mail so as to make the document communication easier.
To get DocSend for Outlook, all you have you do is visit its home page to download it free. It’s a web-app, which opens in your browser. Simply sign-up with the tool.
You can now link the documents from your PC, Box, Dropbox,Google Drive and OneDrive on DocSend for Outlook.
Inside DocSend for Outlook
Now, little more about the DocSend tool. Once you log into DocSend, you can see following dashboard.
The left side menu of the DocSend tool consists of tabs of Dashboard, Documents, Present, Contacts, Team and Add-ins.
DocSend functions quite like any other document sharing tool. It creates links for each document you are sharing with your contacts. You can even create different links for a single document to keep a track of your document. Every time your recipient clicks on the link, you will get the statistics about the document. For example, the Visit Stats is shown in the following image:
How to use DocSend for Outlook
Since we have understood how DocSend works, now let’s look at how DocSend works for Outlook Mail.
When you have signed-up with DocSend, you can see the add-in in your Outlook Mail. Click on New mail, and look at the right-hand side bottom of the newly opened mail window. Look for following icon in blue.
When you click on this logo, the DocSend window will open on the right-hand side of the email. As you can see in the following image, there are various tabs/ functions included under DocSend for Outlook.
You can see the documents which are already present on DocSend under ‘My Documents’. In the above image, I have included only 3 documents. However, if the list is long, you can search for the desired document in the Search window. You can even upload a document then and there using DocSend for Outlook if the desired document is not present in your list.
Once you select the desired document that you want to send to your colleague or friend, you can start setting its properties. When you select a document for sending through email, you can see following window in DocSend for Outlook.
As you can see in the above image, for every selected document you can,
- Allow (or not allow) anonymous viewing
- Allow (or not allow) downloading
- Set (or not set) expiration date
- Passcode protect (or not set a password for the document)
Each of the 4 tabs has On and Off buttons on the right. This way, you can decide (and control) what the recipient can do with the document. For example, if you select ‘Off’ for ‘Allow Downloading’, the recipient will only be able to view the document, but can’t download it on his PC. Similarly, you can also set an expiration date for the document, by making the ‘Set expiration date’ option ‘On’.
Thus, DocSend for Outlook lets you select till when the recipient can see the document in his mailbox. After the expiration date (and time), the recipient won’t see the document at all. This feature is very useful for the documents which have a limited life, such as daily reports or stats.
If your document is not password protected, worry not! You can now set a password using DocSend for Outlook. Simply, click on On/Off button in front of ‘Passcode protect’ and you can insert the password then and there.
Finally, once you have selected all options and set the properties for the document to be sent, you can now insert a link for the document. This is nothing but DocSend for Outlook creates a unique link for the document you are going to send. This will be inserted into the email body.
The recipient will see this link in the received email, instead of the document itself. When the recipient clicks on the link, it opens in the browser. From there, the recipient can either view, download or print the document, depending on what access is provided to the recipient by you. The window looks as follows:
Apart from the regular actions, DocSend for Outlook offers one more interesting feature. The recipient can comment or ask questions based on the document through DocSend for Outlook.
We think that DocSend for Outlook is a good tool for managing the documents. Most of the hassles related to documents, such as sending them, protecting them using passwords and managing the recipients’ list can be tackled well with DocSend for Outlook. You can read the blog on DocSend for Outlook on the DocSend Blog.
Let us know your take on this tool.