Sharing files with others

When you store your files in OneDrive for Business, you can share with others from any device by going to your Office 365 site in a browser.

Office Training Center > Office 365 business scenarios > Store, sync, and share your work files (OneDrive for Business)

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Dragging and dropping files to OneDrive for Business

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Seeing your files from other devices

Number 3

Saving and opening files

Number 4

Syncing your files with your computer

Number 5

Managing your files in OneDrive for Business

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Sharing files with others

You can also share a Word document, PowerPoint presentation, or Excel spreadsheet right from within Office without even going to Office 365 in a separate window. Whichever way you choose to share Office files, you can work with others at the same time they work on a file and see the changes that other people make as they make them.

Share a file from a site

  1. At the top of the page, select OneDrive. Or, select the app launcher Office 365 app launcher icon , and then select OneDrive.

    Using the app launcher in Office 365 to go to OneDrive for Business
  2. Select the file you want to share, and then select Share.

    Sharing a file from your OneDrive for Business library

  3. In the Share window, type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list.

    Select people to share document with.

    Tip: To share files with everyone in your organization, type Everyone instead of the name of a person.

  4. Select the permission in the list that you want to grant people.

    You can change the permission later for any person.

  5. If you want, type a message to send to all the people you're inviting.

    The email message sends a link to the shared document.

  6. If you don't want to send an email to invitees, clear Send an email invitation.

  7. Click Share.

Share a file from an Office desktop app

  1. With the file open in Word, Excel, PowerPoint, or another Office app, click File > Share > Share with People.

    Sharing a document from Word 2013

  2. in the Share dialog, click Share with people.

    Sharing a document from Word 2016

  3. Type the name of each person you want to share the file with. As you type each name, suggestions appear that match your contacts. When you see the name you want, select it to add it to the invitation list.

  4. Select the permission in the list that you want to grant people.

    You can change the permission later for any person.

  5. If you want, type a message you want to send to all the people you're inviting.

    The email message sends a link to the shared document.

  6. Click Share.

Work on files with others at the same time

When you store and share your files in OneDrive for Business, you can work with others at the same and avoid reconciling multiple versions of your files. Work together from either the online or the desktop versions of Word, PowerPoint, or OneNote. For workbooks, use Excel Online or a version of Excel that supports co-authoring. For more information on which versions support co-authoring, see Collaborate on Excel workbooks at the same time with co-authoring. If someone opens the workbook in a version of Excel that doesn't support co-authoring, the workbook can’t be edited in Excel Online until they close it.

Two people are co-authoring

Here are a few details to keep in mind as you work with others:

  • In the desktop programs, co-authoring works best in the most recent version of Office (Mac and Windows), but is also supported in Office 2010.

  • There's no special co-authoring mode and no command to begin working together on a document. Just open the file for editing and start working.

  • As you edit, the Office app tells you when other people are working too. In Word, you'll even see which paragraph they’re working on.

  • Updates are handled differently in some programs from others. For example, OneNote notebooks and Excel Online workbooks show updates immediately. In Word documents, save the document to share your updates and to see others’ updates.

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