sharing documents through Office 365

Introduction

Office 365 provides multiple ways to share documents securely and efficiently with both internal and external users. This guide will walk you through how to share documents using OneDrive, SharePoint, and directly within Office applications.

Step-by-Step Instructions

Sharing Documents via OneDrive

1. Access Your Document:

   • Open the OneDrive app or visit the OneDrive website (onedrive.com). Navigate to the folder containing the document you want to share.

2. Select the Document:

   • Click on the document you want to share.

3. Click on Share:

   • Click the Share button at the top-right of the document or folder.

4. Set Permissions:

   • In the sharing dialog, enter the email addresses of the people you wish to share the document with.
   • Use the dropdown menu to choose whether people can edit or just view the document.

5. Send the Invitation:

   • Click Send to share the document via email with the selected recipients. They will receive a link to access the document.

Sharing Documents via SharePoint

1. Access the Document Library:

   • Navigate to your SharePoint site and find the document library containing the file you want to share.

2. Select the Document:

   • Find the document you want to share, and click to highlight it.

3. Click on Share:

   • Click the Share button at the top of the screen.

4. Set Permissions:

   • Enter the email addresses of the people you want to share the document with, and choose the appropriate permissions (edit or view).

5. Send the Invitation:

   • Click Send to send the invitation with a link to the document.

Sharing Documents via Office Applications (Word, Excel, PowerPoint)

1. Open the Document:

   • Launch the Office application (e.g., Word, Excel, PowerPoint) and open the document you want to share.

2. Click on Share:

   • Click the Share button located at the top-right corner of the application window.

3. Enter Recipient Details:

   • Type the email addresses of the people you want to share the document with. You can also select contacts from your organization.

4. Set Permissions:

   • Choose whether you want to allow recipients to edit or just view the document.

5. Send the Invitation:

   • Click Send to share the document with the selected recipients.

Additional Tips

• Managing Shared Documents:

  • You can view and manage who has access to your shared document at any time by going to the Share settings. You can remove access or change permissions as needed.

• Using Links for Sharing:

  • If you don’t want to add people manually, you can generate a sharing link that you can distribute through email or other communication channels.

• External Sharing Settings:

  • If you are sharing with external users, ensure that your organization’s external sharing settings allow it. Contact your IT administrator if needed.