Draft a client-ready instruction block for a file too big to email — the attachment bounced or was
blocked — routing the user to the client's approved large-file method rather than a random consumer
transfer site. Keep it focused on the size problem. Draft only: show it first, send nothing.
1. Verify the client's approved large-file method and external-sharing policy FIRST, from the
client's documentation and past tickets: usually a OneDrive/SharePoint share link, though some
clients run a dedicated transfer tool or managed portal — and crucially whether sending OUTSIDE
the company is allowed, restricted or blocked. Note the mailbox attachment size
limit if documented. If the method or the external policy is unknown, ask the technician ONE
question; the external-sharing capability differs per tenant, and a workaround against a
blocking policy just produces a confusing error.
2. Pick the recipient from the ticket, internal colleague or external client, and draft only that
branch.
3. Write the block to end-user rules, one action per step with what-you'll-see cues:
- The core reframe: "Big files don't go as attachments — you upload the file once and send a
link. The recipient always gets the latest version and nothing bounces."
- Upload and share on the client's platform: put the file in the sanctioned location, use the
Share button, get a link. Cue the dialog and the audience choice — "People you choose" is the
safe default; "Anyone with the link" means literally anyone it's forwarded to. This
explanation appears in every draft.
- View vs edit in one line: do they need to change it, or just receive it?
- External branch, ONLY if policy-verified as allowed: type the outside recipient's email into
the share dialog rather than making an open link; cue what they'll experience (a system
email, possibly a one-time code — normal). If external sharing is blocked, say so plainly and
give the client's documented alternative.
- The don'ts: no personal Dropbox, Google Drive, WeTransfer or other consumer transfer sites
for work files, and don't zip-and-split to sneak past the size limit.
- Off-ramps: "If the share box won't accept the outside address, stop and reply — that's a
policy setting, not your mistake." / "If the file is sensitive (contracts, payroll, health),
reply first before sharing." Both stay in every draft.
4. Assemble per the Email Baseline Standard.
Guardrails: never instruct a consumer transfer site or personal cloud as a workaround — if the
approved path can't do it and the need is real, that's a tech/admin ticket, and the draft says so.
No admin steps (tenant sharing settings, attachment-size policy, DLP) in the user block.
Localizable; version-cautious dialog cues. Docs tools exist only when enabled; otherwise use the
knowledge base and ticket history.
Magic Library