How to Share a Word Document

In this step-by-step tutorial, learn how you can collaborate with others in real time using Microsoft Word. The steps shown in this video also extend to Microsoft Excel and Microsoft PowerPoint.
As full-disclosure, I work at Microsoft as a full-time employee.

[@chukoshenina5326]

Thank you! Your instructions are clear and easy to follow. Thanks for your time and effort in making this presentation available to people like me.

[@azizahidrus4508]

Thank you! I never knew about this. This is one of the option i can choose other than google docs.

[@rhettbillings2012]

This was GREAT! You are an outstanding trainer, good sir!! Much appreciated.👍

[@nswathi4822]

I am facing some network issues and I'm not able to send a document . Then I saw this video .It helped me a lot. Thankyou , you saved my life

[@lesliestallard5187]

Thanks for this. Your videos are always clear and instructive.

[@guyleppin8769]

Love your work Kevin, keep it up. This is off topic a little. Can you show me how to split a word document into multiple documents. I have a master document with many pages. Each page needs to be a separate document. Is there a trick that is better than spending all day cutting and pasting?

[@abdelkaderboukleka6629]

You always make impressive videos.. thanks my respectful tutor . Abdelkader , Algeria.

[@charlestackett7137]

Very helpful. I'm sharing this video with several students who don't know how to allow me to edit (mark up) their work. Thank you.

[@samueldaniels5223]

Hi Kevin, so just confirming you can definitely keep working on the desktop version of your word document while others utilise the link you sent them? In other words - you don't have to use Microsoft word on the web or via the online onedrive area? Thanks!

[@devendrabain7748]

Awesome tip kevin. You win million hearts.

[@chris-zu6sf]

Your tutorial is so straight forward and to the point, Thanks!

[@stephencheney9811]

Is it though?

[@ourfunhousekids]

This was just what I needed! Thanks!

[@MikmyRC]

Thank you for this tutorial! Do you know if there is a way to use a referencing add-on like EndNote's "Cite while you write" on the OneDrive shared document?

[@chetanalladi8394]

Hello Kevin, can you please help me out in over coming "Conflicted Copy". As instructed by you while both are working on same document and saving it then we are ending up with a conflicted copy.

[@FladerGator]

Oh my goodness, whatever Microsoft pays you, it's not enough (if you still work there)! It's SO hard to find information about their own products on their own website, and you've saved my sanity. Thank you thank you! One quick question though - does it work the other way around as well? Where if you type in the desktop version (after you've shared it and are NOT typing in the local document), that it will reflect those changes in the online version?

[@MalinaC]

Thanks for sharing!

[@paulbell56]

Kevin, thanks for this easy tutorial. I appreciate it. Does this work on Azure Files by any chance? We have SharePoint now but we're considering moving to Azure Files. Would we still be able to do this? Please let me know.

[@parmanandrai]

kevin thanks for your video, suppose if a document has to be signed by multiple persons , like in offices, where a note is put up to a senior , then signed by senior, thereafter sent for the approval of director and his signature, means, a same document is signed by three different person as per their designation in office hierarchy ... any help...

[@collettemacfarlane7502]

Thanks. Easy to understand ✨️

[@easybutton8319]

Is there a way to have a saved desktop version that everyone can use or will others have to use the online version?

Thanks Bro, was wondering how to do it. Thanks for explanation 😁👍

[@theaverreynne5997]

Hi Kevin. Any advice please? I shared a procedure for editing and comments by my team members. The procedure has quite detailed and lengthy numbering. When I opened it in Onedrive, the paragraph numbering and formatting was way out of wack. How do I resolve this?

[@kateabog5072]

Hi Kevin, I hope you could help me with this problem. I wasn't able to see the real-time edit when I open it thru app but when I open it thru web, real time edits works just fine. Also when I open thru app, I can see other users who opened the file but I can't see them where they are editing and real time edit is not present either so I have to reopen the file to see their edits.

[@milyndg5060]

Thank you! this has been very useful, especially in my research. Consider me your new subscriber. 😄😄😄

[@scottfitzwater2228]

Kevin, how can I create a word document, add line numbers in the left margin and email it to a recipient so when they open it the line numbers are still there and they can go in and make edits in track changes and send the marked up doc back to me with the line numbers still there? (Going to Layout and then line numbers will put the line numbers in for the originator, but they are not visible for the recipient) Thanks

[@user-yx4wm4xe8z]

Thank-you, so very much!😊

[@ikesinachiajah8248]

wow. thanks for the videos. Do you have something on splitting word pages into separate individual word files? I would really appreciate that

[@KevinStratvert]

Thanks for the suggestion! Could you tell me more about what you're trying to do? I'll add it to my list of videos to create. Cheers!

[@jhoyte-smitholy1959]

Thank you very easy to follow

[@user-sd6it2hs2m]

Thanks Kevin. I', facing issues when using desktop Word to create doc the share actually like you did in this vid but my friend the reviewer mentioned that the formatting all run away after open on Word on the web. Can help on this?

[@sergiopereez]

Hi Kevin! I have a question, if i share a document with a teammate, can he edit it from the desktop app at real time or only from the web app?

[@user-qx7vv3gt3r]

@Syed Mohammad Asil Rizvi how?

[@JamesAutoDude]

Its a bit finnicky and weird but yes, they can. The most difficult part is getting it to show up on their end... You'll have to share the file with them like normal, but they'll have to access it through "File -> Open -> OneDrive Folder ->" The Document. Once they open it through there it'll do the live editing Hope this makes sense

[@Meteor-ThunderBears]

@@JamesAutoDude Still don't get it, how can they access our cloud storage acc just by sending links? Isn't it only send the link just for edit the files but not the whole document? How can it even exist in their cloud storage?

[@AmitCodes]

@@Meteor-ThunderBears James is correct ..let me elaborate - When you share a document with a team mate, anyone with the link can open it on their browser, however only your friend will see the document in the shared section of one-drive website. He won't see it in the desktop folder of one drive. On the website he can choose to open via online word or desktop word

[@AmitCodes]

@@johncarloguinoo2798 can't say for sure. Have u tried with above steps? Share doc with your friend by mentioning his email id Ask your friend to go to his one drive web app In shared files section he will find this file When he will hover it, an option will come showing open in word Click it

[@MikeyGlazer]

Thanks, Kevin. I've been looking got am alternative to Google docs. I'm a contract attorney and want to centralize document review with internal and external constituencies. I know MS Word "Eureka!" moment is imminent.

[@costanzojr]

Does the co-authoring still work seamlessly if both authors are on their desktop app? Rather than one on the app and one on the web.

[@samuelshaaibu3270]

Great content

[@aricka158]

Maybe there’s a “shared with me“ folder in OneDrive they go into? Or do I need to create a folder for it? Where do they appear exactly?

[@taheraldulimi]

Thank you!

[@mixrtraining-accountingfor8885]

Great content as usual 👍

[@BigAndraze]

Hi is there a way you can do this for an entire folder with muiplrle different type of docs that are all live ? For example i have an employee and i say "click this link to this folder it has all the important documents we use daily with updated schedules" and its always updated on all their computers when i update the docs? Thanks

[@myanjels]

Love your video’s

[@johnpeper1]

Question could you make an video about on fornite with acer 3 how to fix ds - 01

[@nigelsylvastrosacchielende8311]

Can you do this on office 2019 or other non-office 365?

[@duongthanhtu7573]

I did like you said, but my partner cant edit the file on his phone, thought he had installed Word on his phone. Any suggestions?

[@ohorden]

Is there a option also to my friends to work on a the regular word and not the web one? the web is less comfortable...

[@saeedm7910]

Thanks for sharing

[@linzelcarty4668]

Can this be done with an older version of Microsoft Office

[@sethusn3523]

Can everyone work on a desktop version and collaborate each other or only the host file owner can work in desktop version ?

[@KayDee2021]

Hi Kevin, could you tell me if its possible in MS Word to activate auto complete the way as if you type half a word, the rest comes highlighted or greyed out. Lets say i want to add the word 'complete' and by the time i reach 'compl', auto correct highlights the rest of the word, ie, 'ete' for me and i press tab to move on to the next word to type. Is that possible?

[@ibrahimmostafa3792]

thanks much Kevin

[@nish_56]

Hi Kevin. Great video. Would you be so kind as to do a PowerPoint poster video. Like a full size poster. Please.

[@kelvinyeo2047]

Hi, is it possible to create an excel doc that’ others can have restricted use and not not exportable?

[@David.William83]

Great video but I'm still not clear how the other users can keep returning to work on the document. Do they have to keep clicking the shared link in a email etc or can they save it to their own OneDrive for a permanently shared file? Also, can you create a shared OneDrive folder so all documents in that folder are shared with all the people you invite?

[@sambalgue175]

I have the same question, do you have an answer now?

[@David.William83]

@@sambalgue175 nope. Only way I’ve found is to work on it inside Teams.

[@RaghuramMuthukrishnanchannel]

Kevin - request you to do a series on Microsoft 365 on a Mac.

[@tperea]

Thanks Kevin for sharing this tips. I am wondering how I can share a Word document with somebody else, and this person can edit this file within the Word app in the PC (not only in the cloud) and having the .DOCX file within his/her computer or his/her OneDrive. Thank you.

[@pokemasterx4244]

It normally just updates itself when the WiFi is turned on

[@pokemasterx4244]

You can just share it directly from the word file and not go through the mess that is one drive

[@vickyagarwal1291]

thanks , how to create multiple words documents with same template for different user name in word document

[@NebbieLoon]

Is it true that collaborating on a Word Document in the cloud where multiple people are reviewing the doc using Track Changes is not advised. I think I have some personal experience of files getting corrupted. Do we need to make an editing schedule?

[@sreypichsen8623]

Excuse me could you tell me if someone who we allowed to edit, they errase our docs or text so the creator lost too or not?

[@imprincehashimali]

For the recepient of shared person, the file only opens in mobile version (browser version) of word? This can limit someone's ability if they are working on complex document. Is there any way in which both collaborators can use desktop version of word?

[@noone-bc1rk]

Nice jawline🤫🧏‍♂️

[@ve5493]

Thank you so much

[@Amar-Jeet_Kullu]

Thanks a lot. It saves our time during this crucial time. #AmarJeetKullu

[@Koroodetto]

How do you get the person to make a copy of the document if you don't want to give them editing rights? But just get them to make a copy of your document so they don't change your master?

[@LasseBrond1976]

Hi Kevin, Great video. if you don't mind I have a question you might could help me :-) being dyslexic, I copy emails from Outlook into Microsoft Word to write a reply. How do I copy a texts from Word Document to Outlook e-mail without messing up the format? The format looks fine when I paste it in the Outlook but has changed after the e-mail has been sent. Please advise.

[@sabinatamang5520]

UuUunited

[@MADHUKUMARV_SICS]

u nailed it da... :)

[@edgardolemque7214]

I need guidance on how to recover microsoft word accidentally deleted a few hours on iPhone 14.

[@aryanshandilya3746]

Good job

[@learnwithraza4727]

excellent

[@bodhiJay]

Have any technique to migrate from onenote's notebook into Word ?

[@johanmilterjakobsen1627]

Is there any way to share an Excel file, where when I edit something, it will change the other people's file. But when they type something into the file, it won't be changed in my file or any of the other people's files, other than the person editing?

[@safalsharma7660]

Thanks a lot

[@harshadmaiel105]

Please make a video on a control panel for windows 10. Thank you Kevin

[@KevinStratvert]

Thanks for the suggestion! Are there any particular parts of control panel that you're most interested in? I'll add this to my list. Cheers!

[@user-cg6wt7wd6s]

Thanks man

[@msluvsadventure]

How does the other contributor save their edits? Is it done automatically?

[@pranavjain9799]

great vid

[@walegovernor1864]

Do u have a training site ,kevin

[@user-tb3lx9ce4x]

very good

[@AndyMiller_windskisong]

Does this work with Sharepoint?

[@mecdot525]

Hi Kevin. Could you please demonstrate the same " how to collaborate in Ms Word" but in Ms Word for Mac this time. And as well as Ms Word for iPad too.

[@jasonluong3862]

So basically, by linking the local copy and the cloud copy, any changes made on the cloud version is reflected on the local copy? In other words, unlike Google Docs, where all collaborators need to work on the cloud copy, Office can do this on a local copy and a cloud copy?

[@KevinStratvert]

If you want both a cloud and local copy to be in sync, you'll need to make sure you're using OneDrive sync on your PC. This way if you're offline you can still work on the file and then it'll sync with the cloud once you reconnect. Here's some more info (I'll look at doing a video on this in the future): support.office.com/en-us/article/sync-files-with-onedrive-in-windows-615391c4-2bd3-4aae-a42a-858262e42a49

[@krisztiankovacs2667]

Great content! Your videos are the reasons, why I still like more and more the Windows and PCs! (And Ms 365.. :) )

[@jasonluong3862]

Kevin Stratvert Does the local file need to be inside the OneDrive folder for this to work? It would be great if the Office file can be in my system default user’s Documents folder, but outside the OneDrive folder, by this sync still works as long as I sign into a Microsoft account on the Office application.

[@gdrmarmokaite1521]

Please reply to this how do I get a link for my word document in ipad IOS as text

[@ketsuekijiga743]

question: I was trying to share my file with my friends for a personal project, but when they clicked on it they said they couldn't get access unless no one is editing the work. Help plz

[@q9educationalchannel595]

HI Kevin i love your VDO

[@shannonmorris5104]

I’m having serious problems sharing a fill in form. My customers are saying they have to have 360 to open it. I don’t understand what I’m doing wrong. Some customers have Word but still cannot open it.

[@guerrahp5180]

Does it have to be in OneDrive?

[@nithikasn]

Dear Kevin How to automatically edit multiple word focs

[@ahmadfaizmovie123]

what happen if i edit my document offline, while my friend editing it online, will my changes automatically updated to the document? or will my friend's changes updated while mine disappeared? u get my situation right?

[@_XY_]

thank you

[@AbidHussain_islam]

I have 2021 version and that doesn't have interface like word 360. How can I share.

[@karensuelong4845]

Hi... Is there a way to send a word document so that the pictures don't move around and go from black and white to color? It's fine when I am on word but when I email it to a book editor.. everything moves around and changes color. I have looked everywhere. It's fine in PDF but she can only edit in word. I just can't figure it out. I have images and chapter headings with images all through the word document. It's just fine when I look at it in word... but not when it is emailed.

[@vhoneneyra7884]

but how do i download it when i finished working?

[@aricka158]

Once the document shows up in my email, where do I find it after that? Does it go to my OneDrive? I have 60 students would like to have share their essay document with me as they work. So I will get 60 emails? And then what?

[@rickybolio]

How do you do it through teams office online

[@barbarasbraccia7285]

A friend is sharing her file with me. Is there an easier way to access the shared file other than constantly finding the email it was shared in and opening up from there?

[@barbarasbraccia7285]

just found the shared with me button...thanks

[@AmitCodes]

instead of a browser can my friend also edit on his desktop word app?

[@AmitCodes]

When you share a document with a team mate, anyone with the link can open it on their browser, however only your friend will see the document in the shared section of one-drive website. He won't see it in the desktop folder of one drive. On the website he can choose to open via online word or desktop word

[@pasanlenora3159]

is this Word 356 version?

[@batutus_20]

Hello guys, I just wonder that if we don't use Microsoft 365 can we use this feature?

[@wisemanmkhize6579]

thanks

[@elvetrovfan]

I tried to share a newsletter, but some of the images were all over the place, so the other person could not make any edits,

[@justinfrancis9337]

Hi Kevin, I need to help a friend to access a MS Word 2007 file who says that document is read protected. I know MS Word is no longer supported by Microsoft.

[@chandrusippy2271]

Give a video when you have a SharePoint account corporate wide. Hence no need to share or send emails. How do you collaborate successfully? SharePoint keeps giving me alerts but does not give the name of person online. Also when 2 or more people are done we get alerts that seem to update the same document multiple times. Something is amiss here. Please clear this up.

[@deborahlee7975]

I'm so confused - if people can work on documents together in OneDrive, what is SharePoint for?

[@abirpanchwagh6914]

SharePoint is just like one drive there are 2 file managers

[@zahirul9916]

To confuse the users even more.

[@ibarak_]

How to do it 2:06