This video will show how to share files that you have stored on OneDrive or Sharepoint. You can easily make those files accessible to other people. We'll also see how to share files from within the Word, PowerPoint, and Excel applications.
- [Instructor] In other movies in this chapter, we saw how to store files in OneDrive for SharePoint. Once you have files in either of those locations, you can share those files with other people, and that's what I want to dig into here in this movie. Also in this movie, we'll see how to share a file directly from within the Word, Excel, or PowerPoint applications. So, in addition to the Office webpage here, I have two other tabs open. I have one tab open to my OneDrive for business, and one tab open to a SharePoint group. I want you to see that the document management interface is pretty similar between the two.
I see a list of files here in SharePoint. I've got the Upload button and the New button. These are things that we've seen in other movies. And if I go over to OneDrive, I see the list of files. I see the Upload button. I see the New button to make a new folder, and so on. So sharing a file with somebody works almost exactly the same whether you're starting from the OneDrive interface or the SharePoint interface, but there's one big difference. I'm going to jump over to this SharePoint group. Remember, a SharePoint group or an Office 365 group, if that's what you want to call it, is inherently a group of people at your organization.
If I click over here where it says four members, I can see that Leah, Judson, Stewart, and I are all members of this graphic designers SharePoint group. So by default, all four of us can already access the files in this document library. I don't need to share these files with any of them. I still could, if I wanted to bring their attention to something specific, but I don't need to, and that's true of anybody who is a member of this group. Other people in my company's Office 365 deployment will not necessarily be able to access these files.
They definitely would not be able to access them if it were a private group. Now, comparing that to OneDrive, of course, I'm the only person who can access my OneDrive. So if I want anybody else to see a file in my OneDrive, I do need to share it with them. Aside from that, the controls for sharing files from OneDrive or SharePoint are pretty much the same. So I'd like to share a file with somebody. I'm just going to choose a file here on my OneDrive, and if I point at this file, I'm not going to click at the name of the file.
But if I point at it, I can see a little button appears with three dots. I can click on that. It opens up this menu, and in that menu is an option to share that file. So I want to click on that. And what we're doing here is emailing a link to this file to somebody specific. I could send this to somebody in my organization's Office 365 deployment, or I can even share it with somebody outside of my organization. I can share it with somebody who doesn't even have an Office 365 account. That's perfectly fine.
If I want to send it to somebody in my organization, I would just start by typing their name. It performs a search of all the people in my organization. I can see it found Stewart, so I can just click on his name, and he's been added to the recipients list. If I want to send it to somebody outside of my organization, I'll have to actually type in their full email address. But because I've sent something to this email address recently, it finds it automatically for me so I can just click on it. There is a box here where I could add a message if I wanted to send some more information in this email, but for the sake of time, I'm going to leave that blank.
But I do want to look at some options that we can unlock by hitting this button up here that says, Anyone with this link can edit this item. When I click on that I get some Permissions options. So by default, anybody who has the link can open and even edit this document. So if one of these people forwards the email to somebody else, they will have that link, and they'll be able to edit this file. But if I go into this menu, I could change that. I could set it so that only people in my company's Office 365 deployment can open that file, or only people who are in the recipient line from this email can open that file.
So I can change that setting, and I also have the option to disable editing. Usually, when I send a file to somebody, I want them to be able to edit it, but in those cases where I only want them to be able to read a document and not edit it, I can turn this option off. But I'm going to leave that on, and I can also set an expiration date for that link. But I'm going to turn that off again, and I'll hit okay. So with all those settings set up the way I want, I'm just going to hit Share, and now that file has been shared with those recipients. And in a moment, I'll see some notifications telling me that the file has been shared, and I can also see, on the far-right side, there's a little thing here in the sharing column that tells me that that file has been shared.
I can actually click on that and see some information about who it's been shared with. I can see the people in my organization I've shared it with, but I cannot see the people outside of my organization. And if I wanted to stop sharing this file, I could just hit this button, and it would disable that link that I emailed out. So, let's close this panel. I'm just going to hit this little i with a circle around it, and that will close that panel. So when I share a file, my recipients will receive an email telling them that I've shared the file with them, and that email will include a link that they can click on to view that file.
In fact, I want you to see what that looks like. So before starting recording this movie, Stewart shared a file with me, and he did it doing the exact same process that I just showed you. So I should have an email from Stewart. So let me go over to my email here on the Office 365 website. I'll click on the Mail tile, or I could go into the Outlook desktop application. And here, I have a bunch of emails relating to the files that I just shared, but I want to go to this email message here. This is an email from Stewart, and when I click on it I can see it includes a link for the document that he shared with me.
And all I really need to do is click on that link, and it opens up that file here in the web browser. So I can open this file to view it, and that works for most documents and picture files. But for Office documents, like Word, PowerPoint, and Excel documents, I also have the option to edit this file. I can do that by going up to this Edit button up here in this toolbar. When I click on that, it's actually a menu. I can choose to edit it in the Word application installed on my computer, or I can edit it here in the web browser, which would open up the web-based version of Microsoft Word.
If somebody sends you a Word document from an older version of Word, then this Edit in Browser option would not be available. Now, this is just a preview of the editing features we're going to see in another movie, so for now, I'm just going to close that, and we're not going to continue here. But you can see what it looks like when somebody shares a file. You can open it up, and you can view it. But I want to loop back around. I want to close this, and I'm going to close my mail as well. So we saw how to do this in OneDrive, but it's important that you see that it works the same over in SharePoint.
Here in a SharePoint document library, I can find the file that I want. I will not click on the name of the file. I will click on this button with the three dots. There's an option in this menu to share. And while this interface looks a little bit different, my controls are basically the same. I can put in the names of my recipients. I can add a message. I can decide whether they can edit it or not. So, I'm not going to actually go through this process here. I'm just going to close that. And finally, I want you to see that you can have a document open in Word, PowerPoint, or Excel and share a file directly from there.
So let me go into my hard drive. I'm going to go into my Documents folder, and I want to find a file that we can work with. Let's go with this PowerPoint file, though it works the same in PowerPoint as it does in Excel or Word. So once you have your document open in Word, Excel, or PowerPoint, you should see a share button up here near the top right. I'm going to click on that, and immediately, I hit a little bit of a roadblock. I cannot share this file if it's stored on my local hard drive. You can only share files if they're stored on OneDrive or on SharePoint.
But it does give me an option to save it in one of those locations. So if I hit Save to Cloud, it basically takes me to the Save interface, and let me just save it on my OneDrive. So I'm going to switch over to that. I'm not even going to change the name. I'll just hit Save. And so now, I've saved a duplicate copy of this file on my OneDrive, and now, it will give me those options to share the file. So I could choose to share it with Stewart. I'll choose him. I do want him to be able to edit it. I could add a message if I want.
I can hit Share, and now Stewart has been sent an email with a link that he can use to open up this document. And I can see him here on this list, and I can always close or reopen this Share panel to see who is shared on this document. So, that is sharing files from OneDrive and SharePoint. Be sure to check out OneDrive for Business Essential Training or SharePoint Online Essential Training for more information.
- 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