In this video, learn how to share a document via the cloud using OneDrive, and edit the document in tandem with others who have also been granted access to it via an invitation to edit. You will also know how to what type of access others will have to your document.
- [Narrator] With the advent of the cloud comes one of the most popular and easiest way to share your documents with others, even collaborate with others on your document, that is to share them online. So that's what we're going to explore in this movie with our Tech Connect document, Tech Connect 09, and if we want to share this, the first step is to be signed in to our Microsoft account, the next step is to store it online where people can get access to it, and then invite them.
So, you'll notice in the top-right corner, where it used to say Sign In, I've now signed in to my Microsoft account. And that Microsoft account can be a number of different options. It could be a personal account, like a really old Hotmail account you're still using, a Windows Live account, Outlook.com, or you might be in an organization, in a business setting where you're using Microsoft Exchange servers, or SharePoint Services, and in that case you would use your login at your location and get access to cloud storage that way.
But once you're signed in, you'll then be able to share your documents online via the cloud. So, we do that by going to the Share tab, give it a click. Now to collaborate with others, the first step you can see after you've signed in to your account, is to save it to the cloud. With personal logins like Windows Live Outlook.com account you'll be using OneDrive and you're given free storage space by Microsoft, if you need more you can always buy more. Clicking Save to Cloud allows you access to those sites.
So, as you can see, I have my personal OneDrive option here I'm also with an organization, Landon Hotels, where I have SharePoint Services. I'm gonna use my own personal OneDrive here and with that selected I can then choose the actual folder where I want to store this file before I give people access to it. I'm gonna go to my Documents folder. So as you can see, I have a different number of folders here under OneDrive in Documents, there's the name of the file, still Tech Connect 09, you might want to take off the 09, I don't think we need it, and when I click save that's the file I'm gonna be working on now.
It's a copy of my Tech Connect file, I'm gonna close up the Share pane, I don't need it right now Notice up here in the top-left corner, the Save button in the quick access toolbar is also changed in appearance, it has those circular arrows indicating that this is now saved to the cloud, and I can continue to work on my own document stored in the cloud, but if I want to share it, I now have some new options. Let's go back to the Share tab. When you click Share, it's gonna change here, you can see we can invite people, we can invite them to edit or just view our documents, add a message, and you can see down below, I'm the owner, and there are some options here for automatically sharing changes.
Let's start with inviting people, you can get access to your address book, if you've been updating it with Outlook, it's right there, or you can just simply type in email addresses. So if I started typing d landon for example, landon hotel, if I don't see any suggestions, no problem. I can continue typing email addresses. I'm gonna take that out then, and instead click the address book. There's someone, Diane Landon, with her selected I can collect To and add additional people if I wanted to. You can have multiple people accessing your documents simultaneously.
I just wanna send it to that one person, notice she can edit by default, but if you only want people to view it, you can choose that option as well. Can Edit is what I really want, I want her going in, making changes. So I might want to include an optional message, I don't have to do this, I'm gonna type in hi, please review and edit as necessary. And now, all I have to do is click Share to send her an email to that address, which will contain a link that she can click to access the file.
Close up the Share here, knowing that I'm working on it and she might be working on it at the same time. Wanna see what that looks like? Okay, I'm gonna minimize my Microsoft Word screen here and switch over to Outlook. Here I have received a message from a Karen Leslie who shared a copy of a document on OneDrive called Landon Hotel Copy, and when I click View It in One Drive, and see what's happening here it's actually opening up a tab in my browser and launching Word Online, in other words the person you're sharing with doesn't even have to have Microsoft Word, they'll be able to make the changes in their browser using this version of Word, Word Online.
So I'm in here, if I want to make changes to edit this I can click Edit in Browser. Now I could, if I had Word, download it and work with it there, but Edit in Browser opens up a tab here in my browser with Word Online, Karen Leslie is editing the document, but I can be editing at the same time. So there's Karen's name up there, there's a flag showing where she is in the document. I could go a little further down and start making changes to the document. Now she's gonna see where I am, and where I'm making those changes simultaneously, when I'm done I can simply close up my browser, close up Outlook, go back to Microsoft Word, and continue working on my document here, that I've shared with other people.
So, if you are connected, have a Microsoft account, consider sharing your documents with others, giving them access to it, at some point you may want to stop sharing with them, just go back to that Share tab you'll always be able to see who you're sharing with, right-click any name to remove a user, and they'll no longer have access to your file. Close up the Share pane, and that's how you share with others in Word 2019.
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