Locked lesson.
About this lesson
Quick reference
File, Share
The “File, Share” options allow you to easily share a document with other people via email, blog sites, or OneDrive.
When to use
This feature can be used whenever you need to collaborate with others but it may be difficult if they are not on your company's intranet. Instead, sharing to OneDrive or via E-mail may be a good option.
Instructions:
1. After a document is prepared and saved, Click FILE, SHARE
a. The “Share with People” option is OneDrive. This is the most efficient option in order to collaborate and maintain version control of the document.
b. You might be required to “Sign In”, in order to “Save to Cloud” and log in to your OneDrive server using your MS365 Username and password. (Usually set up when you first purchased the MS365 subscription.)
b. The second option is to “Email as Attachment”. Keep in mind, this option only works if you also use MS Outlook. It will not work with Gmail, Yahoo, or any other non-Microsoft email product.
Login to download- 00:05 Sharing files is kind of a big topic, so I'm going to make it simple for you.
- 00:09 First of all, let's go the main File ribbon.
- 00:13 Click on Share, about two-thirds of the way down, and these are your options.
- 00:18 The first two are at the top because they are the most common.
- 00:21 Share with People means going out to OneDrive.
- 00:24 Emailing means to send it in as an attachment to an email.
- 00:28 Send Adobe PDF means it's going to convert it to a PDF file and send it.
- 00:33 This is dependent on your subscription,
- 00:35 whether you have the Adobe add-in on your Microsoft Word.
- 00:39 Present Online, this is sharing it out online to your OneDrive, and
- 00:43 then inviting people to watch it in a web browser.
- 00:47 And then posting to a blog.
- 00:48 If you are a blogger, maybe this is convenient for you to go ahead and
- 00:51 type your stuff in Microsoft Word, and then post it out to a blog.
- 00:54 You would have to have a login to any one of these four platforms.
- 00:59 At the time of this recording, these are the ones available inside Microsoft Word.
- 01:02 Let's go back to email.
- 01:05 Notice the icon there, the email icon.
- 01:08 And it says Send as Attachment right here.
- 01:10 And we have other options down below, but Send as Attachment is the most common.
- 01:15 When I click that button, an email opened with my email address, the subject line,
- 01:19 and the file attached.
- 01:20 Easy breezy, but I'm going to close this and show you even a breezier way.
- 01:25 From my main Microsoft Word screen, on my Quick Access toolbar, there's a little
- 01:29 button that happens to be an email with a paperclip on it, I'll click that one.
- 01:33 Same result, but a lot faster than going to File > Share > Send attachment.
- 01:38 Okay, closing that again.
- 01:39 Now let's talk about OneDrive.
- 01:41 File ribbon, Share, Share with People.
- 01:46 My file name will change.
- 01:48 Notice I have commas and space bars in my file name, that's about to change.
- 01:52 I'm going to go ahead and come over to the right hand side where it says Save to
- 01:55 the Cloud, noting it's telling me what to do.
- 01:58 First, we're going to save the document to the cloud,
- 02:01 then we're going to share the document, so save to the cloud.
- 02:04 It's trying to save to my PC, I literally have to click OneDrive.
- 02:08 If you have Microsoft 365 installed, you have OneDrive.
- 02:12 You didn't have to do anything special to get it, it came with the package.
- 02:16 I'll go ahead and click Save.
- 02:20 Now I've got the Share with People.
- 02:23 When this opens up, it gives me options.
- 02:25 Anyone with the link can edit this.
- 02:28 So I can type an email addresses, I can type a message.
- 02:32 I can hit Send right there via Outlook.
- 02:35 I can copy the link, open the email, and paste the link.
- 02:38 But before I do that, I want to change this option.
- 02:41 Anyone with the link can edit, or maybe just people I choose can edit.
- 02:46 And maybe those people, well, I don't want them to edit it,
- 02:49 I just want them to review it.
- 02:50 And I want them to review it by the 10th, and
- 02:53 I can apply those changes, and there's my link.
- 02:57 And this is when my title changes.
- 02:59 Okay, so this is done.
- 03:00 So is it out on OneDrive?
- 03:02 Yes, it is.
- 03:03 I know because it says AutoSave is on, right here, my file changed, and
- 03:07 my little Save button is automatically going to anything I change right now will
- 03:12 be saved onto that OneDrive.
- 03:14 There's an easier way to get there.
- 03:16 On the top right hand corner, we have Share.
- 03:19 I can click that button and do the same things, Share,
- 03:24 Copy Link, or Manage Access.
- 03:26 So again, this is a brief review of how to share a file out to the OneDrive or
- 03:31 share a file with email.
- 03:33 It is your option which one to use.
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