How to Download Attachments and Documents

How to Manage Email Attachments and Documents

Filing Procedures

When downloading attachments from relevant applications such as Gmail, there are certain procedures for how to save these documents.


These procedures relate to our Cybersecurity Policy and are in place to keep our data safe. 

Example Scenario

A colleague emails you a document that needs to be filled out and saved in the correct location for use, and to have a record of the information. 


The attachment will be visible below the email text:

  1. When hovering over the file, you can select the down arrow to download the file to your My Drive automatically, or select the Google Drive icon with the plus sign to add to your My Drive automatically also. 



  1. View the document saved to your My Drive by opening Google Drive. Right click the document and select Move To. Select the correct location in your Shared Drive to move the document and then click Move. 






  1. Make sure you select the right location the first time otherwise you will have to rename the document to [MOVE TO -] with instructions and wait for management approval to move the document to the correct location.

Working with Documents

  1. Open your Shared Drives and locate the document you just saved in the correct location.
  2. Rename the document to an appropriate name by right clicking the document and selecting Rename. Rename the document in the pop-up and click Ok. 

  1. Open the document by double clicking the file, it will then open in another tab. 
  2. Fill out and edit the document as required by collaborating with colleagues and sharing comments and thoughts on the Google Doc.
  3. The document will automatically be saved a few seconds after typing when there is an internet connection. The document is now securely saved and shared on your Google Drive.

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