The first step is to get the file link from the source. If the file is saved on your computer or in an Outlook email, it needs to be saved to another place that other people can find it. Permissions can range from limited to specific people (logins) all the way to full public access to anyone. All file locations have permissions limiting who can view or edit a file. The file (PDF or other) has to be saved to a location available to other people (like a public web site, cloud storage or in-house network like Sharepoint). Next question is “Do the receivers/readers have access to that location?”.
The key question to ask is ‘Where is the PDF located or saved to?’. All you need is the web link to the PDF and paste it into your document or email. Inserting a link to a PDF (or any other file) into a Word document or email is easy to do.
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