All media uploaded via the Drupal interface is stored in your site’s files. Because of this, you can easily re-use images and other media on many pages. For example, you might have an image of your building/office that you want to have appear on many different pages, or you might have a PDF that you want to have on multiple pages.
There are two useful benefits to re-using documents: (1) it reduces the space your site uses on the servers, and (2) if you need to update a piece of media (for example: a professor wants to update their profile picture), you only need to update the file and every use is updated.
To re-use a document
Place your cursor in the rich text field where you want to place the link to the document
Click the Add Media button on the editing toolbar
click the UMN Library tab
note: this is your site’s library, not the entire University
note: this tab may be called UMN My Files
Locate the document you want to use. Utilize the filters at the top to limit the items in the list
Select Default for the Display As option. (This selector doesn’t change anything about the display of the link)