This video explores two ways you can share files from a Skype for Business call or meeting. See how to send a copy of a file, like an email attachment. You'll also see how to start a co-authoring session from a meeting.
- [Instructor] There are two ways to share files with other people during a Skype for Business meeting or instant message. You can send a copy of a file, like an email attachment. Or you can start a co-authoring session. These features are for the most part Windows-only, though you can receive an invitation to co-author if you're using Skype for business on a Mac. So first, let's see how we can simply send a file to somebody during a meeting. This is the one feature that only works on Windows. So I'm going to start with a text-based instant message.
For that, I can just double-click on somebody in my contacts list, and that takes me to the instant message window. This is where I can type messages back and forth with this person. Now, you should notice that there is a paper clip icon next to this text field, similar to what you would see when you send an email attachment. I can use that to send a file. But first, we're looking at the instant message interface. What if I was in an audio or a video call? Let's see that. So I'm going to close this window.
And I want to start an audio meeting. The interface for an audio meeting and a video meeting are pretty much the same. So we'll just do an audio meeting to make it a little easier. So I will start a meeting with Stewart. In a moment, he will answer that. And now I'm in an active audio meeting. There's not actually anybody on the other end. This is just for demo purposes. So during an audio or a video meeting, I can click this instant message button in the bottom left corner, and it opens up that instant message window sort of as an add-on to the audio or the video meeting.
It opens up over here in this panel. And again, I could send text messages back and forth while still having the audio or the video meeting going on. And this is really great for sending bits of information or links to websites or for sending files. So again, here we want to look for that paper clip icon. And really, you can just click on that and then navigate to the file that you want to send. So I'm in my Documents folder on my computer. I'm going to choose a file. I'll hit Open. And so I've sent that file to the other people in this meeting.
And that's what it looks like on my end when I send a file. Let's see what it looks like when somebody else in this meeting sends a file. And there it is. So everybody else in the meeting will see that. And if somebody sends a file that you want to keep, you'll need to hit this Down button. That's a download button so you can download that file and keep it here on your computer. So that's really all it takes to directly send a file to the people in a meeting. The other sharing feature that you have in Skype for Business is that you can co-author a Word, Excel, or PowerPoint document.
And this uses the same system we saw earlier in this chapter for co-authoring files. It just uses the Skype for Business meeting to facilitate the sharing process. In that other movie, I said that you do need to have your file on SharePoint or on OneDrive in order to co-author. And that's still true here. So in any Skype call, on instant message, an audio meeting, or a video meeting, you should find a Share button down at the bottom of the window. It looks like a computer screen with an arrow on it. Now, in my case that button is grayed out.
I'm not able to click on it. And that's because when I started sharing files over here, it disabled the sharing button here. And that's fine. Let me just end this meeting and start a new one so we can start from scratch. So I will end this meeting. And then I'll just start another audio meeting with Stewart. And in a moment he will answer. And here I am back in another active meeting. And so now I can go to that Share button. When you click on that Share button, it opens up a menu with lots of sharing options.
But we want to focus on the option to co-author an Office document. So I'll just click on that. It gives me a little warning, letting me know that everybody in this meeting will be to see and edit this file. And that's fine. I'll hit OK. And so it takes me directly to my OneDrive. So I could just go through these folders, find a file that I want to share, select it, and hit Open. But one quick thing here, I know that I have more files in this folder aside from this one Word document. So why is it only showing me that? Well, it's because this is set to only display supported Office files.
Remember, you can only co-author a Word, Excel, or PowerPoint file. So it just doesn't even bother to show other types of files. But from here, I could select a file, and I could hit Open. Now, I don't want to do that yet, because we're looking at OneDrive. And you can see this worked really easy with OneDrive. But you can also co-author a file that you have in a SharePoint document library. It's a little bit more complicated, but if you watched a movie earlier in this chapter on sharing files from SharePoint, then you kind of already know how this works.
What I need to do is get the address for this SharePoint site. So I'm going to leave this open, and I'm going to go over to the SharePoint site for the group that I want to get the file from. Now, I already have a SharePoint site open, and I'm going to go to the address field. And I'm going to select just part of this address, not the whole thing. What I need is everything up to where it says Sites and then the name of the site directly after that. So I'll select that, and I'll use the keyboard shortcut Control + C to copy that.
So this is the address to the SharePoint group where the document I want is stored. So if I go into the document library here, it's going to be one of these files. So with that address copied, I can go back to this window over in Skype for Business. I'm going to go to this path bar up here near the top. I'll click on that, and I'll use Control + V to paste the address that I just copied. Then I'll hit this little arrow here so it will check and authenticate that address. So now I am here on the SharePoint site for that group.
So I can go into the document library. Then I can find the file that I want from here. So it takes a little bit more to get a file from SharePoint than from OneDrive, but it will work from both. So I'll choose the file I want. Then I'll hit Open. And then my interface is going to start to change, and I'll walk you through what's happening here. So the meeting interface shrinks down to this little window here, which I can move by dragging this Skype for Business icon. And if this were a video meeting rather than an audio meeting, I would see the other participants on their camera here in this window.
Now also, I and the other participants in this meeting will be asked to sign into our Office 365 accounts before we can open that file. So that's fine. I'll click here and type in my password. And I'll hit Sign in. And in a moment, it will open that document in the online version of Microsoft Word. To make it a little easier to see, I'm going to maximize this window. And of course I could go through here and I could make changes to this document. So I'll just change the revision date here. And I can make any other changes I want.
And the other people in this meeting of course can sign into their Office 365 account when they're prompted so that I should be able to see those other people pop into this document when they sign in. And there. I see that Stewart has joined. It's kind of hidden behind my little floating window. But I can see that notification. And I can see up here at the top it says that Stewart is also editing. So Stewart might come through here, and he might want to make a change. And this actually should be updated in 2017, so Stewart is going to make that change.
And now it works just like any other co-authoring session that we've seen elsewhere in this chapter. When we're done, Stewart can close this when he's finished. And I see he will disappear from this document. And there he is. He's just dropped off. And since I'm finished, I can close this document. So I'm just going to close this window. So now the co-authoring session is finished. So I still have my meeting here in this little floating window. And there are a few different ways to get out of this. I find that it's best to go down to the taskbar.
And if I point at the Skype icon, I can see there are two windows. Let me click on this hidden Window. So now I have a window that represents this meeting. I'm going to hit End Co-Authoring Session, which leaves me sitting on the Stage, which is just a placeholder. So I'm going to hit Hide Stage. And then I'm back in that regular meeting. And of course when I'm finished, I'll just hit the Hang Up button to end that meeting. And that's it. So you can choose to simply send a copy of a file to somebody in Skype for Business just like attaching a document to an email.
Or you can take advantage of the co-authoring tools available in Office 365 to collaborate on a file in real time.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams