Sharing files with others with Onedrive

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. Or you can 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.

    Office 365 navigation options
  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.

    Typing a name in the Share Window to share a file

  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 invitees receive will include a link to the shared document.

  6. If you don't want to send an email to invitees, click Show Options, and then clear Send an email invitation.

  7. Click Share.

TIP   To share files with everyone in your organization, drag the files into your Shared with Everyone folder. Or if you already have the Share window open (as in step 2 above), type Everyone instead of the name of a person.

Share a file from an Office desktop app

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

    Sharing a document from Word 2013

  2. Under Invite People, 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.

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

    You can change the permission later for any person.

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

    The email message invitees receive will include a link to the shared document.

  5. 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. If someone opens the workbook in the Excel desktop application, the workbook can’t be edited in Excel Online until it’s closed again in desktop Excel.

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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