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. Also, discover what type of access others will have to your document.
- [Instructor] Sometimes you wanna share your Word documents with others for them to contribute to the document, collaborate with you, for example, as opposed to just sharing a document for them to read. Well, in those cases, you'll wanna use some different functionality built into Word here in Office 365 which we're going to explore in this movie with our Tech Connect09 document. In the old days, you would send out a copy of your file via email, multiple people might make changes to it and send those changes back to you. You'd end up with multiple copies that you'd have to consolidate into a single copy.
It's very time consuming and required a lot of effort. Now you can simply save your documents in the cloud, and invite people to access it even simultaneously. The first step is to get it to the cloud, and we can do that from the file menu click and share, or click share up here in the top right-hand corner. We saw this earlier when we sent out a PDF version via email attached to an email which we could do right from here. We could also send out your Word document like the old days. But now, you can actually save to one of the options you see above, yours will look different than mine.
You may have a OneDrive at your organization like I do. You may have your own personal OneDrive. Or you may even use Sharepoint services in your organization and see those options here as well. You can choose where you wanna save it, and once you do, you can invite people, sending them out a link directly from Word. Let's go ahead and choose the option that suits you best. Mine is my OneDrive here at Landon Hotel. Now clicking it is going to upload it to the OneDrive location I've selected, to the cloud, and then once it's there I can invite people by sending them out an email message telling them they can access, if you can see we're about to send a link.
Now by default, it's gonna go to anyone we add here who has the link. They'll be able to go in and edit the document. There are different options though. If you click this, you'll see we can just choose people at Landon Hotel in our organization, preventing people from outside the organization to access this file. People with existing access or specific people that we choose will only have access to it and you can see that type of access is set to allow editing. If you only wanna share it with people to read, deselect the allow editing check box.
It'll be a read only document. But we do want people collaborating with us, we want to allow editing, and it's gonna be anyone with the link when we click apply. And notice we can set an expiration date as well. If they go in after that date they won't be able to edit the document, that's cool. But clicking apply means all we have to do now is choose who we wanna send this link to. We can type in names in our contacts or email addresses. I'm gonna type in email@example.com.
There she is, selecting that name adds her to the list. I can continue typing additional email addresses or contacts, I'll be notified when I select someone who's outside of the organization, just as a reminder, that's information. We can have multiple names in here for the sake of time, I'm gonna leave it at just Karen, and down below I can add an optional message like please review and make changes as needed. Thanks, David.
There we go. When I click send, Karen at the other end receives an email with a link to this document. She clicks the link, she doesn't even have to have Word, she can use Word online, which is free to make changes to the document. Let's see what that looks like. I'm gonna close this up. First of all you'll notice that because we've shared this in the cloud, the save button has changed up here in the quick access tool bar. It now has the double arrows in a circular motion just to remind us that this is shared online.
And over here we have a history button now to see what's going on. Click that and you can see the last thing that happened was I saved the file. All right, but let's see what it's like to receive an email with one of those links. I'm gonna switch over to my Outlook where Karen Leslie has shared something with me. You can see, Landon Hotel Copy, I can view it in my OneDrive or click the actual name of the file to get access to it. That's the link that she's sent me. So clicking this is going to launch my browser and even if you don't have Microsoft Word installed, it's going to open up in Word Online right in your browser.
So from here, I can simply read the document. And if I wanna edit it, I can click edit in browser. This is going to give me some of the Word functionality I'm used to. And I can even see that Karen Leslie's editing this document, tells me right up there. And as she's making changes they're going to appear in real time on my document as I'm making changes as well. So for example if I wanted to come down here, change the date event information, and type in a month, she'll know that I'm in here making changes.
I see up here that Karen Leslie is also editing. I can click the drop down, select her name, and see where she's making changes. All of a sudden, the UK has disappeared from up here. I can see I've made a mistake, you can see the red squiggly, that's functionality that's still built in here. So, checking spelling on the go. So I can fix up my typo and she knows exactly where I'm working. I know that she's in here working on the document at the same time.
And, if you want, you can even open up your copy in Microsoft Word if you have it installed. There's that flag indicating that Karen's busy working here. She sees a flag where my cursor is and my name attached. Very cool stuff. So we have a single copy that multiple people can be working on, even simultaneously, meaning you don't have to send out copies to everybody, take those changes in and consolidate them into a single copy, thanks to saving to the cloud and sharing here in Word in Office 365.
- Opening, closing, and reading documents
- Formatting text, pages, and paragraphs
- Adjusting line spacing and page breaks
- Adding headers, footers, and page numbers
- Applying styles to documents
- Creating bulleted and numbered lists
- Illustrating documents
- Proofing and printing documents
- Collaborating on documents in the cloud