Does the following scenario sound familiar? You email your file to several coworkers. Then they all add their feedback, leaving you with the task of integrating input from multiple copies of your original.
There is a better way to handle this. You can store your file on SharePoint or Microsoft OneDrive and use the Share command to let others read or edit. Then there's just one copy to review containing everyone's feedback. (What they can do to the file depends on the permissions you give them.)
Here is the process.
Add SharePoint or a OneDrive location to your list of places in Word
-
In Word, select File > Save As > Add a place.
-
Under Add a place, select the cloud-based service you want to use (i.e. SharePoint, OneDrive).
-
Complete the Sign in screen that may appear. If needed, contact your IT department for your username and password.
-
Note the new location that is now available in Word's Save As pane.
Save and share a document
You can save your document to the available cloud location. You need only do this once, after which all edits can be done to the one shared file.
-
In the document to be shared, select File > Save As.
-
On the Save As page, double-click the location you want to use (e.g., OneDrive, SharePoint/MySite)
-
Provide the file name then select Save. If this takes you back to the Info tab, just click Share again.
-
Under Share with People, enter a name or email address for each recipient.
-
Optionally, select Can Edit or Can View. The first option lets your coworkers change the file, The second is more secure.
-
Optionally add a message in the box below the address line. Then click Share.
Share an already saved document
If you've already saved a file to SharePoint or OneDrive, you can use these steps.
-
Open the document you want to share.
-
Click File > Share > Share with People
-
Enter a name or email addresses for each recipient.
-
Optionally select Can Edit or Can View. The first option lets your coworkers change the file. The second keeps your file more secure.
-
Optionally enter a message in the box below the address line and click Share.
Stop sharing with someone
If needed, you can stop the sharing access for specific recipients.
-
Open the document.
-
Select File > Share
-
Under Share with People, right-click any name(s) you want to remove then select Remove User.
More about OneDrive and Microsoft 365
-
To open a OneDrive account, see Sign up for a Microsoft account.
-
To subscribe to a Microsoft 365 SharePoint account, see the Microsoft 365 home page.
-
If your company has SharePoint and you have questions about it, contact your system administrator.
