Sharepoint users often encounter the need to shorten links for various purposes, and while Sharepoint does not have a native URL shortener, there are several workarounds and strategies that can be employed. This article will provide an overview of the process of shortening Sharepoint links and discuss effective strategies to manage and streamline Sharepoint workflows.
Using Third-Party Services and Workarounds
One effective way to shorten SharePoint links is by utilizing third-party services such as bit.ly, which offer URL shortening capabilities that can be integrated with SharePoint. These services allow users to create shortened, more manageable links that can be easily shared and accessed by colleagues and team members. By using a third-party service, users can streamline their SharePoint workflows and enhance productivity.
Another workaround to consider is using a Multiple Lines of Text field instead of the Hyperlink/Picture field type in a SharePoint List. This can be particularly useful when dealing with long URLs or when the Hyperlink/Picture field doesn’t provide the desired functionality. With this approach, users can input the complete URL in the Multiple Lines of Text field and display a shortened version as a hyperlink in their SharePoint List. This not only helps to conserve space but also improves the overall user experience.
Additionally, SharePoint offers hyperlink columns that can be used to shorten links to less than 255 characters. These columns provide a convenient way to display shortened links within a SharePoint site, allowing users to navigate to specific pages or documents quickly. However, it’s important to note that these links are primarily intended for viewing PDF documents and do not offer editing capabilities.
Benefits of Utilizing Third-Party Services and Workarounds
By utilizing third-party services and workarounds, users gain several benefits. Firstly, they can significantly enhance the manageability and accessibility of SharePoint links. With shorter URLs, links become more readable and easier to share, improving collaboration among team members. Additionally, the use of alternative field types and hyperlink columns in SharePoint Lists allows for greater flexibility in displaying and accessing links, tailoring them to specific user requirements.
Moreover, integrating third-party services like bit.ly with SharePoint empowers users to track link analytics, providing valuable insights into link engagement and user behavior. These analytics can help inform decision-making and optimize content sharing strategies.
In conclusion, leveraging third-party services and exploring workarounds in SharePoint can greatly simplify the process of shortening links and improve overall link management. These solutions offer greater flexibility, enhanced user experience, and improved collaboration among team members. By considering these options, users can streamline their workflows and maximize the potential of their SharePoint environment.
Outlook Integration and Link Management
Outlook for Windows offers seamless integration with SharePoint, automatically shortening links to OneDrive and SharePoint files and providing convenient management options within the Outlook interface.
With this integration, you can easily share shortened links to files stored in OneDrive and SharePoint right from your Outlook emails. These shortened links not only enhance readability but also make it easier for recipients to access the shared files.
Furthermore, Outlook allows you to manage the permissions of these links directly within the email client. This means you can adjust the access levels for recipients without the need to navigate back to SharePoint or OneDrive. It streamlines the process and saves you valuable time.
It’s worth noting that Outlook for Windows is intelligent enough to detect any errors that may occur when sharing these shortened links. If there are any issues with permissions or file availability, Outlook will display error messages, alerting you and helping you troubleshoot the problem before sending the email.