- One of the great advantages to working
with a cloud-based application, like Word for the Web,
is how easy it will be to share
and even collaborate on documents with others.
These are some of the options to explore when we go up
to the share tab up here and give it a click.
This opens up the Send link dialogue.
By default, when we send this link off to people,
they're going to be able to edit.
Anyone with the link can edit.
If you don't like that, you just want people
to view the document, and maybe it's specific people,
you can click here to change this option.
Notice, another option is just people in your organization,
if you're working with a Microsoft 365 business account.
If you don't have a business account,
you won't even see this option.
We can also choose people with existing access.
When we see anyone with link,
that means that if we send this off to one person
they can forward it onto other people,
so you may have multiple people accessing a link.
If you choose people with existing access,
those others that they try to send the link to
will not be able to access your document.
Same thing for specific people.
If we choose this option,
we type in the names of people we want to send this to.
They can't forward it onto others.
They won't be able to access your document with that link.
Notice also down below,
that they will be able to edit the document by default.
Deselecting this checkbox means
it'll only be able to view the document.
I'm going to turn this back on.
There's something else called review mode as well.
So if you prefer to have people review your document,
add their comments, and suggestions,
instead of actually making the changes in the document,
you can turn this feature on.
I'm going to leave it off,
and let people go in and actually make the changes.
Another option is to give them temporary access
by setting an expiration date.
Clicking here opens up a calendar.
If you want to give them a week to work on the document,
you can choose a date a week later, for example.
After that date, the link that you've provided
to them will expire and will no longer work.
Another option if you're concerned about security
is to set a password.
People you send the link to will also
need to know the password if you set one
you'd give that to them separately.
I'm going to leave it without a password and click apply.
Now that I've changed the options,
all I need to do is add the people
to a list that I want to give access to.
That can be names from your contacts, groups,
or individual email addresses.
I'm going to send this to someone outside the organization,
Karen Leslie.
She has a Gmail account.
That's okay.
I can add that.
I do see a warning that she's outside my organization.
That's okay.
We can add other people here.
Have multiple people accessing the document,
even simultaneously.
If you want to add a message down below, it's optional.
How about please make changes as necessary?
We're ready to send this off.
We can do it with the send button.
That means the message goes out,
the link goes out to the people we've added
right here from Word for the Web.
If you prefer to use your own email application,
you can copy the link and go there to do it.
Even use Outlook from here.
But by clicking send,
we don't have to leave Word for the Web at all.
The link is sent out and they now have access
to the document, so we'll close this up.
We would continue working on our document
while others might be accessing it.
We'll find out when they do
by checking the share tab up here.
So let's see what it's like to receive the invitation.
I'm going to switch over to Karen Leslie's Gmail account
where she's received an email from David Rivers,
shared a document.
There's the name of the file.
There's some information here.
All she has to do is click open to open it up.
She doesn't even need to have a Word for the Web account,
doesn't need to have Microsoft Word installed.
She goes right to this online version of Microsoft Word
and is working on the document.
Now, you'll notice up here,
a little message, some updates, et cetera.
That's okay.
As she scrolls down, she can see the full document.
Also, the initials D up here.
David Rivers has this document open as well.
She could go in and start making changes.
Let's say changing five to six right here.
And as we switch back now to us working on it,
something's changed up here.
Next to the share button,
we see that there's a guest contributor.
She's outside the organization.
That's why we see that.
Also, we could jump to the location where she's working
by clicking go to location.
We can also see it down here,
there's a little flag for the guest contributor
and notice that the change is instantaneous.
It says six years now instead of five down there.
If you're not seeing the changes right away,
there's a catch up button too.
Clicking this button will get everything
up to date from all contributors.
You'll see you're all caught up when you do that.
Now, at the end of collaboration,
you may want to disable the link,
so that people can't go in any longer.
Maybe you've set an expiration date,
but the documents finished before that.
Well, in that case, you go back to share, click there.
You'll see the ellipses up here next to Send link.
That's for more options.
Click there and then choose Manage access.
It's from here where you'll see the link.
You'll see that there is an expiration date.
I can tell by this little calendar icon.
Just hover over it to see the date.
You can see the owner, but the ellipses next to it
gives us more options, which includes this X too,
remove the link altogether.
By removing the link and choosing Delete link,
no one will be able to access this document any longer.
So we can go back to manage access and close this up
knowing that Karen won't be able to go in
and make changes any longer.
You can see a reconnect here, for example.
If I switch over to Karen who's working on it,
she sees the same thing, and if she tries to reconnect,
she's going to see an error message
that it's just simply not available any longer.
So when it comes to sharing and collaborating with others,
you have easy access to share options from Word for the Web,
not just for sharing a link
for people to view your document,
but to actually go in there and start making changes
if you want to collaborate.
(upbeat pop music)