The days when document sharing meant back and forth with email were over. Instead, you can now add documents to OneDrive and easily share them with others. Here’s how to do it with Microsoft Word.
With Microsoft OneDrive, you can save your Microsoft files, then use the Share command so others can read or edit your data. The opportunity is immediately available to Anyone with access.
- First, open the Microsoft Word document that you want to save.
- Click file> Save As.
- Double-click on the location (in this case, OneDrive) you want to use. If you’re new to OneDrive, select Add Place, then choose OneDrive.
- Confirm or rename the file.
- Click Save.
- Select Share at the top left.
- Enter the name or email of the person with whom you want to share your document.
- If you want to add a time limit for sharing, select Anyone with the link can edit.
- Under Link Settings, add an expiration date. When you add a date, the link will only work up to that time period. After that, the link becomes invalid, and you need to create a new link for users who need access to your files or folders.
- You can also add a password from this same box. When users click the password link, they will be asked to enter the password before they can access the files. You must provide this password separately to the user.
- Uncheck Allow editing, if necessary. See below for some clarification.
- Click Apply.
With Allow editing selected, recipients can modify files and add files in the shared folder if they are signed in with a Microsoft account. Recipients can also forward links, change the list of people sharing data or folders, and change permissions for recipients. If you share a folder, people with edit permissions can copy, move, edit, rename, share, and delete anything in the folder. If this box is unchecked, people can view, copy, or download items without signing in. They can also forward the link to other people. However, they can’t make changes to the version on your OneDrive.
Finally, with the email address added, select Send. The recipient receives an email granting access to the document. If they don’t receive the email, ask them to check their junk email or spam folder.
The recipient will receive an email giving access to the document. Please make sure to check your spam folder if you are the recipient of the invitation, as it sometimes gets the banner. If you don’t want to send an email, you can select Copy link. Select this option to share items using Facebook, Twitter, LinkedIn, Zoom, Slack, or similar apps, or via email or message. Anyone who gets the link can view or edit the item, depending on the permissions set. However, users with the link cannot upload new items.
As you can see, sharing documents via Microsoft OneDrive is a straightforward process that offers some customization, such as data expiration and passwords.