Excel - Share documents Tutorial

In this video, you will learn about sharing documents using Microsoft 365. The video covers how to securely save your files in the cloud with OneDrive, allowing you to access them from anywhere.
You can store various file types, including images, spreadsheets, and presentations.
Additionally, the video demonstrates how to share and collaborate in real-time with your coworkers, whether you're in the office or on the go.
By using Microsoft 365, you can stay organized, connected, and productive from any device.
This tutorial will help you effectively share documents and enhance your productivity with Microsoft 365.

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3604 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to collaborate on documents using OneDrive and SharePoint Online, detailing the steps for saving, sharing, and managing permissions effectively.

Chapitres :

Introduction to Document Collaboration
In today's digital workspace, collaborating on documents with colleagues is essential. This guide will walk you through the process of saving and sharing documents using OneDrive and SharePoint Online, ensuring seamless teamwork.
Saving Documents to OneDrive or SharePoint Online
To begin collaborating, you must first save your document to OneDrive or SharePoint Online. Follow these steps: 1. Click on 'Share'. 2. Select 'Save to Cloud'. 3. Choose the OneDrive or SharePoint Online location and the specific folder where you want to save the document. 4. Click 'Save'. You only need to perform this action once for each document. The next time you open it, it will automatically save back to the same location.
Setting Up Your OneDrive or SharePoint Account
If you have never saved a document online before, you will need to add your OneDrive or SharePoint service: - Click on 'Add a Place'. - Sign in to your OneDrive or SharePoint account to link it.
Sharing Your Document
Once your document is saved, you can share it with colleagues. There are two main methods to do this: 1. **Invite People**: In the Share pane, type the email addresses of the people you want to invite in the 'Invite People' box. Set their permissions to 'Can Edit', add a message if desired, and click 'Share'. 2. **Get a Sharing Link**: If you prefer to invite them yourself, click 'Get a Sharing Link' at the bottom of the Share pane. You can then paste this link into an email or instant message. Note: The 'Get a Sharing Link' option may not be available if your SharePoint Online site admin has disabled it.
Conclusion
Collaborating on documents using OneDrive and SharePoint Online enhances productivity and teamwork. By following the steps outlined in this guide, you can easily save, share, and manage permissions for your documents, ensuring a smooth collaborative experience.

FAQ :

How do I save a document to OneDrive or SharePoint Online?

To save a document to OneDrive or SharePoint Online, click on 'Share', then select 'Save to Cloud'. Choose the desired OneDrive or SharePoint location and folder, and click 'Save'. This only needs to be done once for each document.

What should I do if I have never saved a document online before?

If you have never saved a document online, click on 'Add a Place' and sign in to add your OneDrive or SharePoint service.

How can I invite others to collaborate on my document?

You can invite others by typing their email addresses in the 'Invite People' box in the Share pane, setting their permissions to 'Can Edit', and adding a message if desired. Then click 'Share'. Alternatively, you can click 'Get a Sharing Link' and send that link via email or instant message.

What if the 'Get a Sharing Link' option is not available?

If the 'Get a Sharing Link' option is not available, it may be due to your SharePoint Online site admin disabling that feature.

Quelques cas d'usages :

Collaborative Document Editing

Teams can use OneDrive or SharePoint Online to collaboratively edit documents in real-time. For instance, a marketing team can work together on a presentation, allowing multiple members to contribute simultaneously, improving efficiency and creativity.

Project Management

Project managers can save project plans and timelines in SharePoint Online, allowing team members to access and update the document as needed. This ensures everyone is on the same page and can track progress effectively.

Remote Team Collaboration

Remote teams can utilize OneDrive to share important documents and files, ensuring that all members have access to the latest versions. This is particularly useful for teams spread across different locations, enhancing communication and collaboration.

Document Review Process

In a document review process, users can share drafts via the Share pane, allowing stakeholders to provide feedback directly on the document. This streamlines the review process and ensures that all comments are centralized.

Glossaire :

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, enabling access from any device with internet connectivity.

SharePoint Online

A web-based collaboration platform from Microsoft that integrates with Microsoft Office, allowing users to create, manage, and share documents and information within an organization.

Share pane

A feature in Microsoft applications that allows users to share documents with others by sending links or inviting people via email.

Can Edit

A permission setting that allows users to make changes to a shared document.

Get a Sharing Link

An option in the Share pane that generates a link to a document, which can be shared with others via email or messaging.

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want to collaborate on a document

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first you save the document to OneDrive

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or SharePoint Online so others can work in it.

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Click on Share, Save to Cloud,

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select the OneDrive or SharePoint Online location

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and folder you want.

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Then click save.

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You only have to do this once for each document.

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The next time you open it

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it'll save back to the same location automatically.

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Please note, if you've never saved a document online before

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click Add a Place,

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and then add your OneDrive or SharePoint service

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by signing in.

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Secondly, in the Share pane, do either of these.

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To have Excel send people a link to your document,

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type their email addresses in the Invite People box.

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Set their permissions to Can Edit,

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and add a message if you want to,

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and then click Share.

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To invite them yourself click Get a Sharing Link

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at the bottom of the Share pane,

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and paste that link into email or an instant message.

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Get a Sharing Link won't be available

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if you're using SharePoint online

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and your site admin has disabled that option.

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