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About this lesson

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

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2013, 2016, 2019/365.

Exercise files

Download the Word document used in the video tutorial and try the lesson yourself.

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 to collaborate with others, but it may be difficult because they are not on your company's intranet. Instead, sharing out 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 first option is “Sign In”, to “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.)

b. The second option is to "Attach a Copy" (to an Email. 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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  • 00:04 When it comes time to share a document that could mean a variety of things.
  • 00:09 It could mean uploading to the One Drive account, the Microsoft One Drive account.
  • 00:13 If you have a subscription to Office 365 then you most likely do have a One Drive
  • 00:18 account.
  • 00:19 Also sharing could be emailing the document via Microsoft Outlook.
  • 00:23 Of course,
  • 00:24 that's if you wanted to automatically email why you're still in Microsoft Word.
  • 00:27 You do have the option to attach it manually to a Gmail account or
  • 00:31 some other email server.
  • 00:33 But if you want it to be happen automatically using Microsoft tools,
  • 00:36 it would be Outlook.
  • 00:38 You could also save the document type to ease the process of sharing.
  • 00:44 Not all places will accept just a .doc, okay?
  • 00:48 I'll show you all these.
  • 00:49 So let's go ahead and get started.
  • 00:50 Over on the File ribbon, right over here, we have the option to share.
  • 00:54 Now when I click Share, up comes just this little square, it says please sign in and
  • 00:59 upload a copy of your document to One Drive to share.
  • 01:02 Well, that would mean you have a team of people also working on One Drive,
  • 01:06 who could then access your document and download it.
  • 01:08 It also suggests you might wanna attach a copy instead.
  • 01:12 Maybe a copy of the Word document or save it as a PDF or send as PDF.
  • 01:16 Now if I were to click this button to send as PDF, it automatically
  • 01:21 opened up a Microsoft Outlook email, but look what's attached.
  • 01:26 This file that I had on my screen which is a Word document, it automatically
  • 01:31 saved itself as a PDF and attached it to an email, is that great or what?
  • 01:35 And then of course, I would just address the email and hit the send button.
  • 01:38 So it's just a little bit of magic.
  • 01:40 Also I did was hit the File, I hit Share, and I hit, right here, this PDF.
  • 01:48 Now it's just one of those things.
  • 01:49 It's not clear to me that that was going to send an email and
  • 01:52 convert my document into a PDF.
  • 01:54 We just had to go through the process and see what was it going to do.
  • 01:57 Let's go back there one more time.
  • 01:59 If I just click on File, I'm still on my Info section.
  • 02:03 And look at this list right up above, it says Upload, that means to One Drive.
  • 02:08 So Share, it's probably going to give me that PDF option.
  • 02:11 Copy path, it will copy the file path of this document so
  • 02:14 I can then paste that into an email and share the link with someone.
  • 02:19 Or I can open file location and just find out for myself,
  • 02:23 where this thing is stored.
  • 02:24 Okay, let's go ahead and back one more time.
  • 02:27 I do want to show you one other button.
  • 02:29 Now, we can,
  • 02:30 right up here on my quick access toolbar is a little button says e-mail.
  • 02:35 Now, maybe you've added that to your quick access bar, maybe not, but
  • 02:39 I just want to show you that that little e-mail button,
  • 02:43 when I click that, is going to take this document as a .doc.
  • 02:47 That's a Microsoft Word document docx means version 10 or above, 2010 or above.
  • 02:53 So it now attaches as a .doc to an email, so with one click of a button,
  • 02:58 open a brand new email, attach file, as it was, it's kind of great.
  • 03:02 Okay, the other option was to Save As to a new document type, but
  • 03:06 what does that mean?
  • 03:07 Well, the Save As button, it might be on your quick access toolbar,
  • 03:11 you might have to go to File > Save As, right here, or you could also press F12,
  • 03:16 F12 will always save that.
  • 03:18 But the point I wanna make here is look at this.
  • 03:20 The document types, you have an entire list of different document types, okay?
  • 03:24 An older version, a template, macro-enabled, can save it as a PDF,
  • 03:29 can save it as a web page, can save it as a rich text or plain text.
  • 03:33 It's all up to you on what file type you need to save it as, but generally if you
  • 03:37 are not sure someone would tell you, hey, could you save that as a PDF and then email it?
  • 03:42 Then of course, you're going to look in here, and look for the PDF itself.
  • 03:46 Just so you know that great tips on
  • 03:52 saving files and sharing files.

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