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About this lesson

View the various ways to collaborate with others on a document.

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2013, 2016, 2019/365.

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File, Share .docx
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Quick reference

File, Share

The “File, Share” options allow you to easily share a document with other people not necessarily on your computer network.

When to use

This feature can be used whenever you need input from others but collaborating may be difficult because of busy time schedules or time zone differences. Instead, sharing out to OneDrive or via E-mail may be a good option.

Instructions:

1.After a document is prepared and saved,

a.Click FILE, SHARE

b.The first option is “Invite People”, then you must click “Save to Cloud” and log in to your OneCloud server using your own Username and password. (Usually set up when you first installed MS Word to your computer.)

c.The second option is to Email the file.  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.

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  • 00:05 Hello, this lesson is about sharing files.
  • 00:08 Now sharing files means, of course you can send them via email and
  • 00:13 you can save them on a USB drive and hand that over to someone.
  • 00:16 But you can also share these files online via a Microsoft product called One Drive.
  • 00:22 If you'll click on the File menu, up on the top left corner,
  • 00:25 roll your mouse down on the left panel, until you see Share,
  • 00:28 when you click on that the very first option in blue says Invite People.
  • 00:32 If you look on the right hand side, it says Invite People, and Save To Cloud.
  • 00:36 Now step one says save your document to a OneDrive location.
  • 00:40 OneDrive is a product of Microsoft, when you first installed Microsoft to your
  • 00:45 computer it had you sign up for a username and password of OneDrive.
  • 00:49 It's absolutely free of charge, you get free cloud storage
  • 00:53 which means a certain amount of space available to store your documents.
  • 00:56 And the beauty is,
  • 00:57 you can invite other people to look at those documents, download them, or
  • 01:01 edit those documents with you no matter where they're located in the world.
  • 01:05 To do this, all you have to do, again, is go to File Fhare, and hit Save to Cloud.
  • 01:10 When I click on Save to Cloud, it opens up my computer files,
  • 01:13 but you would want to click here, OneDrive.
  • 01:16 When you click on OneDrive, now it asks you to sign in.
  • 01:19 And you would, at this point, need to know your username and password.
  • 01:22 Now this lesson isn't about how to use OneDrive, but
  • 01:25 it is, it would be up to you right now to know your username and
  • 01:29 password in order to upload that to OneDrive.
  • 01:33 Okay, let's go ahead and go back to File Share cuz there's another method.
  • 01:36 So File, Share, and now we have email.
  • 01:40 So when you click on email, right over here it has send as a attachment.
  • 01:44 What this will do is actually open up an email for you and
  • 01:48 automatically have the document as an attachment on that email.
  • 01:53 There is one caveat here.
  • 01:55 Microsoft Word will only work with Microsoft Outlook.
  • 01:59 So if you use Gmail, or Yahoo!, or some other email service that's not a Microsoft
  • 02:03 product, this will not work for you.
  • 02:06 So just be aware of that, I use Outlook, and so yes it opened Outlook.
  • 02:10 And it has the file attached, and I just have to address my email.
  • 02:13 But if you don't use Outlook, this will not work.
  • 02:16 All right, let me close that.
  • 02:18 Now back on File Share, we have one down here called Present Online.
  • 02:23 Now Present Online again simply presents a document to people who can watch this in
  • 02:28 a web browser.
  • 02:29 Again, you would need to have A OneDrive logon in order to do this,
  • 02:34 you just hit present online, save it up to your cloud,
  • 02:38 invite other people to view it, and we have a final one.
  • 02:41 This is new.
  • 02:41 I've never seen it before in Microsoft Word.
  • 02:43 It's called post blog.
  • 02:44 Now what they did is they designed Microsoft Word to interact with
  • 02:47 SharePoint, WordPress, Blogger, Telligent, and TypePad.
  • 02:51 These are all very common blogging programs online.
  • 02:55 And of course, you would have to, and it tells you if this is your first blog
  • 02:58 from Word, you'll be prompted to register your blog account.
  • 03:01 And you can add additional accounts any time.
  • 03:03 Now there are other ways to get this document onto your blog without
  • 03:06 using this service.
  • 03:07 But this is just a convenience feature.
  • 03:10 So again, File Share is pretty extensive, very useful,
  • 03:15 the best thing about it though is that save to cloud portion, and
  • 03:18 then invite other people to easily look at your document.
  • 03:21 If it's a huge document this is a great feature cause email is not great.
  • 03:26 When it's over a certain megabytes of a large file size, and
  • 03:29 uploading to the cloud would be the best sharing process.
  • 03:35 All right, that's it for the File Share.
  • 03:37 Thank you.

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