Find and share the right files

There are two separate jobs when working with files: make the source available to your employee, then make the finished result available to you. Confirm both. A filename in a conversation does not establish that either person can open the file.

Where is my file?

Return to the conversation or work item where the file was created. Ask for the current version and its supported access link, then open it to confirm the contents. If you only see a preview, ask whether a separate file was saved. A file location inside your employee’s workspace may need a delivery link before you can open it yourself.

Before you begin

Choose the current version and check that you are allowed to share it. Use the upload or sharing route described in your handoff. If a document is larger than the job requires, a permitted excerpt may be enough.

For a shared link, keep the intended access restrictions. Do not make a private document public just to get past an access problem.

Share the source clearly

1. Upload the file or provide the approved link using your supported route.
2. Identify the document by its name and explain what it is for.
3. State whether it is current, a reference example, or an older version.
4. Ask your employee to confirm it can read the contents before requesting work that depends on them.

Make this request your own

I shared a file for this job. Confirm which document you can actually open, describe its relevant contents briefly, and tell me if anything is unreadable. Use the current version I identified. Do not assume a file is available just because I mentioned its name.

Ask for a result you can use

Say how you will use the finished work. A document you need to edit, a spreadsheet you need to inspect, and an image you need to publish call for different formats. Ask for the appropriate supported format and a working access or download route.

Make this request your own

I need to review and keep the finished work. Provide it in a format suited to that use and give me the supported link or delivery method for our setup. Tell me which version is current and whether I need to sign in to open it.

What you should see

The source should be recognized accurately. The output should open through the route provided, with the expected content and version. A preview may help you review something in the conversation; it does not always provide a separately saved file you can find later.

Before sharing a finished link with another person, confirm that they are meant to receive the content and have the necessary access. Your own successful sign-in does not grant them access.

Repair an access problem

Tell your employee which link or file failed and what happened. If the result is a location you cannot open, ask for the supported delivery method. If it needs account access, use the support route in your handoff instead of changing permissions by guesswork.

At the next handoff, name the current source and the required output format up front. A clear job makes file handling part of finishing the work.