How to share a Word, Excel or PowerPoint document for joint editing

Just as Google allows you to share a link to a Google Docs document and allow others to make edits to the file, Microsoft also allows you to use these features. In both cases, this is made possible through the use of the cloud, where in the case of Google it is Google Drive and in the case of Microsoft it is OneDrive.

To access the Office package (Word, PowerPoint and Excel) using OneDrive, there are two ways: via web (browser) and through the premium version of Office programs via subscription to Microsoft 365. In the case of access via browser (Example: Chrome, Firefox, Edge, Opera), it is possible to do it for free, but to access the Word, PowerPoint and Excel applications installed on the computer, it is necessary to pay for the Microsoft 365 package.

It is important to remember that OneDrive only has 5GB in its free version. In Microsoft 365, the user has access to 1TB of cloud storage. It is important to take this into account depending on how much space you need to save documents.

Microsoft Office: How to share a document

To be able to share a document from the programs offered by the Microsoft Office suite (Word, PowerPoint and Excel), there are two ways. The first is to create the file using the Office web platform. The second is to upload the file to OneDrive.

In the first way, it is necessary to access your Microsoft account through, for example, Outlook email. After that, follow the steps below.

Step 01: In Outlook, select the square formed by several dots in the upper left corner.

Step 01 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 01 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 02: Select “OneDrive”.

Step 02 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 02 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 03: In OneDrive, select the “+ New” button at the top left of the screen.

Step 03 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 03 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 04: Click on the desired program to create the document (Word Document, Excel Workbook, Powerpoint Presentation, Notebook in OneNote, Search in Forms).

Step 04 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 04 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 05: In the chosen program (Word in this example), select the blue “Share” button, located in the upper right corner of the screen.

Step 05 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 05 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 06: In the share window, select the pencil symbol to specify whether a particular group or email can edit the file or only view it.

Step 06 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 06 – How to share a document in Microsoft Office. Source: Victor Valeri
Step 06 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 06 – How to share a document in Microsoft Office. Source: Victor Valeri

Step 07: If you want more sharing options, click on the pencil symbol and select “Link Settings”. In this section, you can define, for example, an expiration date and even implement an access password.

Step 07 - How to share a document in Microsoft Office.  Source: Victor Valeri
Step 07 – How to share a document in Microsoft Office. Source: Victor Valeri

The second way is by uploading files to later share them. To do this, follow the steps.

Step 01: Log in to Outlook and select the square formed by several dots at the top left corner.

Step 01 - Sharing document files via upload.
Step 01 – Sharing document files via upload. Source: Victor Valeri

Step 02: Step 02: Select “OneDrive”.

Step 02 - Sharing document files via upload.
Step 02 – Sharing document files via upload. Source: Victor Valeri

Step 03: In OneDrive, open the window where the file you want to upload is located and simply drag it to the browser tab (Example: Chrome, Firefox, Edge, Opera) where you are accessing the Microsoft cloud storage service.

Step 03 - Sharing document files via upload.
Step 03 – Sharing document files via upload. Source: Victor Valeri

How to open the document using an Office program installed on the computer

If you don’t like to use the Microsoft Office package’s Web platform, you can open, for example, Word, PowerPoint and Excel in the program installed on your computer. However, for this, it is necessary to sign the Microsoft 365 package. Follow the steps to complete the procedure.

Step 01: With the document file open, select the “Edit” button.

Step 01 - How to open the document using an Office program installed on the computer.  Source: Victor Valeri
Step 01 – How to open the document using an Office program installed on the computer. Source: Victor Valeri

Step 02: Click “Open in Application on Desktop”.

Step 02 - How to open the document using an Office program installed on the computer.  Source: Victor Valeri
Step 02 – How to open the document using an Office program installed on the computer. Source: Victor Valeri

What did you think of this tutorial? Did you like it? Comment below and share your opinion with us!

Leave a Comment