You can share your documents with others, even to collaborate. Learn about how to share a document with people and manage access for viewing or collaborating.
- [Instructor] One of the biggest advantages to working with an online application like Word Online, is how easy it will be to share your documents with others, either for viewing, or even for collaboration if you want them to be able to help you along with your document. As we're going to explore in this movie, you can be working with your own document, or the Hansel and Petal User Conference 2020 document. All we do when we're ready to share is go to the share button in the top right corner and click. From here you'll see the default setting is anyone with this link, once we provide it, will be able to go in and edit the document. Thing is, if they provide that link to someone else, and they forward it on to someone else, everyone will be able to go in and edit our document, so there are some options to explore. Go ahead and click where it says anyone. You'll see the check next to anyone with the link, but if we wanted to limit it to people within our organization, you'll see people in your organization as the next option, only if you're working with a business account in Office 365. If you're working with a personal account you won't even see this option. Once we give access to people we can turn it off to anyone else by choosing people with existing access, if they provide the link to someone else they won't be able to go in, only those with existing access will. Or we can choose specific people. Notice the default is allow editing. If you wanted to send it out to anyone, and only let them view or read your document, deselect the check box and it becomes read only. But if you do want to collaborate with others and get help creating the document, leave that checked off. If you needed to you could set an expiration date, maybe after a certain date I don't want anyone going in and working on my document. Clicking here to set the expiration date opens up the calendar, we can move through the months and years and weeks, and make a selection. We can even password protect this so people with the link would also need to know the password to open up the document, you would provide that separately in another email, in person, or even over the phone, for example. Once you've made your changes, click apply, and we're back to the original screen now where we can start entering the names of people in our organization, if you're working with Office for business, or add email addresses for people, for example, outside the organization. I'm going to add someone, Karen Leslie, here, and if you wanted to you can add a message, which is optional. Please make changes as you see fit, for example. You can be as detailed as you like here. For the sake of time, I'm going to keep it short and sweet. I could add other names if I wanted to, I will be reminded if they're outside my organization. Other options include just simply copying the link and using your own email application to paste it into a message you send out, even go directly to Outlook. But by clicking send we don't even have to leave Word Online to send out our invitations. Go ahead and click send, if you're following along, you should see a link sent message which you can then close clicking the close button in the top right corner. When you send out the invitation people will get a link to your file, and you'll know when they go in and start working on it. I'm going to switch over right now to Karen Leslie's email. I'm just going to refresh her screen to see if there's any new messages, yes there is from David Rivers, shared a file with you. Clicking opens up the email from David Rivers with an open button under the name of the file that was shared. So Karen doesn't even need to have Microsoft Word installed, a new tab opens up in her browser, she's now in the document working on it, and she can see who else is working on it up here, David Rivers has this document open. Notice there's a flag showing where David Rivers is in the document. Same thing goes for the other end. For example, if I wanted to go in here as Karen and make some changes to this content, maybe try underlining that, when I switch back to my own account here I can see that it's already been changed, I can see a flag here indicating someone's working on it, I also see that up here, it's a guest contributor because she's outside the organization, and if I wanted to on a longer document, go directly to the location where she's working, and I can see those changes right here on screen. So everything's instantaneous, collaborating with one or more people on the same document at the same time, that's cool. Course we can change up any of our access at any time by going back to the share button here and clicking this little ellipses here allows us to go into manage access, and from here for example, where we see the link, and the current access anyone with the link can edit, the calendar icon indicates there is an expiration date, which we could change from here, but clicking the ellipses here allows us to do things like remove the link. As soon as we do this, no one's going to be able to go in and edit the document. So I could let the expiration date come and go, that would work, or if I need to remove access, I can do it right now by choosing delete link. The link will be gone, I can close this up now. For a while I'll see the guest contributor icon, but if I switch back to Karen, who now tries to go in and make changes, oh reconnect, there's an issue here, and she won't be able to go in and make changes at this time. If she tries to reconnect, she's going to see a message that access is denied, and she'll close up her tab to go back. So that's the beauty of using an application that's online like Word Online where we can give instant access to people to view or even collaborate on our documents simultaneously. I'm back to my own account here where I can reconnect, I have access as the owner at all times.
- Using Microsoft Word in a browser
- Signing in and creating a new document
- Options when saving documents
- Opening and editing existing documents
- Typing or dictating text
- Formatting text and using styles and graphics
- Adding and editing tables
- Using headers and footers
- Sharing and collaborating
- Saving to other formats for sharing
- Printing documents