Share a document using SharePoint or OneDrive

Does this sound painfully familiar? You email your coworkers a file. They add their feedback, and then you have to integrate comments and changes from 3 or 4 copies of your original.

There is another way. If you have an account on SharePoint or Microsoft OneDrive, you can save your Word files to one of those places, then use the Share command to let others read or edit your copy of the file. No more file pile, just one copy with everyone's feedback. (Exactly what they can do to your file depends on the permissions you give them).

Here's the process from start to finish. Skip ahead to the section you need.

Start by adding SharePoint or a OneDrive to your list of places in Word

  1. In Word, click File > Save As > Add a place.

  2. Under Add a place, click the service you want to use, like Office 365 SharePoint or OneDrive.

  3. Complete the Sign in screen that appears for either service. You may need to contact your IT department for a user name and password.

    Once you're done, the new location appears on Word’s Save As pane.

Save to your new place and share

After you add a cloud location to your list of places, you can share your document. You only need to do this once per file.

  1. Open the document you want to share.

  2. Click File > Save As.

  3. On the Save As page, double-click the location you want to use— your SharePoint document library, a location on your computer, your MySite, or your OneDrive.

  4. Give the file a name and click Save. If this takes you back to the Info tab, click Share again.

  5. Under Share with People (or, in Word 2013, Invite People), enter the names or email addresses of the people you want to share the file with.

  6. If you want to, select Can Edit or Can View. The first option lets your coworkers change the file, the second keeps your file more secure.

  7. Enter a message in the box below the address line if you want to, then click Share.

Share an already saved document

If you've already saved a file to SharePoint or a OneDrive, follow these steps.

  1. Open the document you want to share.

  2. Click File > Share > Share with People (or, in Word 2013, Invite People).

  3. Enter the names or email addresses of the people you're sharing with.

  4. If you want to, click Can Edit or Can View. The first option lets your coworkers change the file. The second keeps your file more secure.

  5. Enter a message in the box below the address line if you want to, then click Share.

Stop sharing with someone

And here's how you stop sharing a document.

  1. Open the document you don't want to share.

  2. Click File > Share.

  3. Under Share with People (or, in Word 2013, Invite People), right-click the person you want to remove and click Remove User.

More about OneDrive and Office 365

  • To open a OneDrive account, see Sign up for a Microsoft account.

  • To subscribe to an Office 365 SharePoint account, see the Microsoft Office 365 home page.

  • If your company has SharePoint and you have questions about it, contact your system administrator.

Applies To: Word 2016 Preview, Word 2013



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