Sharing a document with others

- Here in Office 2016, sharing files with others, even to collaborate on those files is easier than ever. And in PowerPoint, Excel, and Word you're going to notice a new, kind of, looking Share tab across the top in the right hand corner of your screen. I'm going to work with this file called Press Release. It's a Word file you'll find in the Chapter one folder of your exercise files if you want to follow along with me. And let's say we want to share this with someone, even allow them to make changes to the file simultaneously. Well, we go up to this new-looking Share tab and give it a click.

Next, if you haven't already saved it to the Cloud, you'll be prompted to do that. Once it's saved to the Cloud, then it becomes very easy to share. So clicking Save to Cloud is going allow you to select from different locations. If, for example, your organization has a share point site, you could save it there or maybe they have a OneDrive site, or even your own personal OneDrive, with your Microsoft account, you get some free space in the Cloud, that's where I'm going with a click. And I'm going to put it in my Documents folder, one of the default folders that comes with your OneDrive.

I'm going to leave the name as Press_release and click Save. Now once you've saved to the Cloud, the Share pane is going to look a lot different. There are a couple of sections here. At the top, you can see fields for inviting people, the type of access you're going to give them to the file, a message, and then down below, some options for who you're sharing with, and how you're automatically going to share changes. All right, let's start with inviting someone. If you have contacts in your address book, you can access it through the address book icon, or if they're not there, simply type in some email addresses.

I'm going to invite someone who's not one of my contacts, and press my Tab key. Now I get to choose if they're going to be able to view or actually edit the file. Those are the two options from the drop-down. I want them to be able to edit this along with me. And you can include an optional message down below, something like, "Please review and edit as necessary," since I'm giving them edit access to this file. All I have to do now is click Share.

That's going to send out an email to the person inviting them to access the file. There will be a link to the file. Notice they show up down below on my list along with me as the owner and they can edit. And I can actually see because this is a Microsoft account, the profile picture for Karen Leslie as well. So, share changes are automatically going to happen always as you can see, but I could be prompted for those changes, or never automatically share changes between the two of us.

I'm going to leave it at Always, because in the next move, we're going to take a look at how a person would open this up, make changes to it, and see real time editing in action. That's coming up next.