A document icon on the desktop may point to a file on another drive. A shortcut or alias leads to a target rather than storing another complete copy of its contents. That is useful for frequently used material. During backup or sharing, however, it is easy to mistake the pointer for the document itself.
Identify the target
Open the item's properties or information and look for its target or original. The exact presentation depends on the operating system. A small arrow icon may provide a clue, but it should not be the only check. Pinned folders and quick-access entries are not automatically independent copies either.
Apple describes Finder sidebar and Dock items as aliases pointing to their original objects. Opening such an entry takes you to the target. Editing therefore may change the shared original rather than a separate desktop copy that only you use.
Share the file rather than its pointer
If a recipient receives a local shortcut, its target may not exist on their computer. An attachment usually needs the actual file. For shared cloud material, use a proper sharing link with explicitly checked permissions. A local path is not the same thing as that sharing link.
Inspect the size and complete type of the item being sent. An unexpectedly tiny attachment may suggest a pointer, although that alone is not proof. When uncertain, open the original location and select the file there. Check the actual attachment before sending it.
Distinguish removal from backup
Removing an ordinary desktop shortcut normally removes the pointer only. Deleting the target file after opening its location is a different action. Read deletion dialogs carefully and check which location you are viewing. Other link types or specialized applications may have their own rules.
A backup containing only shortcuts does not automatically preserve the underlying contents. Include the original storage locations and test a restoration. If a shortcut stops working after a move, locate its target first rather than immediately creating a new empty file with the same name.