OneDrive is an excellent tool for collaborating on documents, projects, and other files.
Because everything is stored in the cloud, there's no need to email files back and forth.
Instead, you can work on the exact same file with anyone you want.
All the other person needs is a Microsoft Account.
To get started, hover over the file or folder you want to share, then click the circle here
to select it.
Then click the Share command… and OneDrive will open a pop-up window.
Here, you have several different options for sharing your file.
You can get a general link that you can use and distribute however you want… or you
can email a link to the people you specify… click the dropdown arrow here for more options
to post a link on sites like Facebook, Twitter, or LinkedIn…
However, unless you're sharing a document that's meant to be visible to a wider audience
(for example, a flyer or an invitation), we recommend that you stick with emailing the
link.
Now by default, the people you email will be able to edit the file, meaning they can
make changes and additions, and leave comments too—we'll take a look at how that works
in a minute.
If you don't want them to have editing rights, make sure you uncheck this box.
Enter the email addresses of the people you want to share with.
If they're in your contacts list, you'll be able to select them once you start typing.
You can also email people who don't use OneDrive, but they won't be able to edit the file—they'll
only be able to view it.
Next, include a personal message if you want.
When you're ready, click the Share button.
OneDrive will send an email to the people you specified.
They'll be able to view or edit the file any time, depending on the permissions you gave
them.
Once the file has been shared, you can click this command in the upper right corner to
open the Details pane on the right.
Here, you’ll see the names of the people you shared with.
You can also change their permissions… or remove them all together.
When you're done, uncheck the file.
You can also share an entire folder in OneDrive, so everyone has access to what they need.
Just follow the exact same steps as before.
However, keep in mind: when you share a folder, all the files in that folder will be shared
as well.
You can't choose different settings for files within a folder.
So how does sharing work?
Let's take a look at some of the things you can do.
You can work on a document with more than one person at a time.
This feature is great for work, school—even planning a potluck dinner, like in this example.
OneDrive will let you know who else is working on the document with you, so there's no need
to pass revisions back and forth.
However, this aspect of Office Online can be temperamental.
You may need to refresh and reopen the file to see the most recent edits.
You can also leave comments on a document; for example, to give someone feedback, or
ask a question.
To add a comment, just check the box for the file you want.
Then look to the Comments section at the bottom of the details pane.
When you're done, click Add.
This is also where you'll see comments from other people.
So, now that you know how it works, what do you want to share in Office Online?
Maybe a Word document?
A presentation?
Try some of the features we've talked about today, and find out first-hand what OneDrive
can do.