Join David Rivers for an in-depth discussion in this video Saving documents to OneDrive, part of Word for Mac 2016 Essential Training.
- In the previous chapter if you were following along we looked at ways to collaborate on a document with others by tracking changes, comparing different versions of the same document, even combining them into a new document. Well that's if you share your documents the old fashion way, sending out attachments. Meaning you have several copies of your document out there that need to have changes tracked or compare. Another option is to share using the cloud, and by doing that many people can have access to the same file at the same time.
Everybody updating and making changes and then you can choose whether or not to accept or reject those. So that's what we're going to do. We are going to look at many different options for sharing, beginning with the cloud or OneDrive. With you Microsoft account you get access to some storage space in the cloud, in your own personal OneDrive, you can buy more if you need it. But if I wanted to allow people to access this document simultaneously I would need to save it there and share it with them by sending out a link to the file.
And before we can share it, by sending it to OneDrive, we need to be connected. If I go up to the Word menu I see that I can sign out, which means I am signed in to my account. It can be a Windows Live account, a hotmail account even a SharePoint account. If you don't see sign out here, it means you're not logged in. So I'm going to sign out and show you how to get in. Once signed out, if I go up to Word sure enough there's not sign out option meaning I'm not connected. That means if I go up to File, down to Share and invite people to share this document it's going to say I need to save it to the cloud first.
Clicking save to cloud opens up the Save As window, same as going to File and Save As. And notice I don't have any options online, I can only save to my Mac. But here's how you get connected. Click the plus sign and you'll see sign in options for OneDrive, that's the cloud or even SharePoint if you have that. Let's click sign into the cloud. I'm going to use my hotmail address, which is used just for these purposes. And when I click Next, I'll be prompted for my password. Now if you're already signed in and you're not quite sure how it happened, it could've happened when you installed Microsoft Office and you provided your account information, got you connected to your OneDrive.
You can see I've been using mine. And I have some folders, under recent folders. There they are over here with OneDrive selected. And if I wanted to put this file in one of those folders I'm ready to save it, or I can create a new folder, which I'd like to do. I'm going to call this one Press Releases and click create. Now this is going to create a specific folder where I might want to share files that are press releases. So if I click Press Releases it's the one that I'm going to be saving to now when I save this file, LH Press Release final.
I'm going to click after final, add an underscore and type in OneDrive, just so when we see it up at the top we know it's the one that on OneDrive. Alright, all I need t do now is click Save and now that it has been saved to the cloud I can share it. I can do that by going to File, we saw this earlier. Down to Share, there's invite people, it'll send a link via email or I might want to create my own email in my own email program and just copy and paste the link.
Here's the two copy options to view only or view and edit and then I paste that into my email. The other two are options that involve sending copies of you documents as attachments, either as a Word document or a PDF. We want to invite people, so we can do that from here or I prefer to go up to the top right corner and click the share icon because I see those options, but I also see who I'm sharing with, in this case just myself the owner. Let's go to invite people, click there.
We can type in names and email addresses multiple people if we wanted to. I'm just going to share it with Karen Leslie. And if she's going to be able to edit I need to make sure that this is checked off, Can Edit. Otherwise it's giving people access to view my document only. So it is checked off, I can click share. And a message goes out to Karen Leslie. So lets switch over to her, in a different environment who's receiving an email from David Rivers shared a document. Clicking the email opens it up and there's the link to the file itself.
Notice my message, "Please edit as you see fit" is there as well. So clicking this link is going to open up another tab here, in her default browser. And you can see Word Online is trying to launch here, but to edit the document she needs to click Edit Document and choose whether or not it's going to be in Word right here in the browser using Word Online, these two are pretty much the same. So I'm going to choose Edit in Word Online and click continue.
Word Online opens up with, there's the document right there. Now she's working on this document. Let's just go down and make a change. I'm going to click and drag over some content here. I can see that David Rivers is editing too, that shows up just briefly, I'm going to bold that. This is Karen working on the document which is stored in OneDrive. Now if we go back to David Rivers who's working in Word on the Mac here. Notice that the icon has changed, the sharing icon to a two, clicking it shows that, Karen Leslie is also editing this document.
So there can be multiple people working on this document at the same time. My save icon has just changed to a sync save icon, clicking this allows me see any changes that have been made, including that bolding down below. So where do you just access to all of these files, well you can just go into your browser and go to OneDrive.com and log in with the same credentials you used in Microsoft Word to get access to your files. So if I go over to, for example the refresh button to see any new folders that might have been created.
There's press releases, give it a click. I'm going to see that file, there it is right there. I can open it from here online as well. That's the other advantage to using OneDrive. Suddenly you have access to your document not just from Word on the Mac but from any of you mobile devices as well. You can work on them using Word Online right in your browser, that's a cool feature. I'm going to switch back to Microsoft Word now. If I'm done sharing I can go up here, go down to the person I shared with, right click and stop sharing with that person.
So by stopping the sharing part of that document and I can do it with anybody else, except myself, I am the owner of this document. I now have full access to it if I've stopped sharing with others. So I've gotten their input, they had access to it simualtaniously and now it's my document again because I stopped sharing. And of course I can do that from One Drive right in my browser as well. But that's probably one of the most popular ways to share. Remember you get some free space, your own personal OneDrive with your Microsoft account.
It's a good idea to use that.
- Using templates to create new documents
- Creating and editing text
- Formatting text and pages
- Adjusting paragraphs and columns
- Adding headers, footers, and page numbers
- Applying styles and themes to documents
- Creating bulleted and numbered lists
- Working with tables, macros, and building blocks
- Illustrating documents
- Proofing, reviewing, and printing documents
- Collaborating with others via OneDrive and email