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Share Documents in Word – Instructions and Video Lesson

/ / Latest, Microsoft, Office 2016, Office 365, Word 2016
Share Documents in Word - Instructions: A picture of a user sharing a document in Word.

Share Documents in Word: Overview

            You can easily share documents in Word using Word 2016 or later. The increased use of cloud-based storage lets Word now provide real-time sharing of documents. This new sharing option lets a group of people work on the same document at the same time, no matter where they may be. As long as they have a Microsoft Office account and access to the internet, they can work on the document in real-time with other members of the group.

            For this function to work, your document must be saved to a SharePoint or OneDrive online storage account. Alternatively, you can also share via email using a sharing link or even present your document online. However, these options do not allow for real-time document updates when changes occur.

            To share documents in Word 2016, open the document to share. Then click the “Share” button in the upper-right corner of the Ribbon to open the “Share” task pane. Click the “Save to Cloud” button in the “Share” task pane to choose where to save the shared document. You can save to either your SharePoint or OneDrive online storage by using the “Save” choices in the backstage view.

            To invite users to view or edit the shared document after saving it, use the “Share” pane. To do this, enter the users’ email addresses into the “Invite people” field. For each email addresses entered, select either “Can view” or “Can edit” from the drop-down. You can also enter an optional message into the “Include a message (optional)” field. Then click the “Share” button in the task pane.

Share Documents in Word - Instructions: A picture of a user sharing a document in Word.

Share Documents in Word – Instructions: A picture of a user sharing a document in Word.

            To stop sharing a document, open the “Share” task pane again by clicking the “Share” button at the right end of the Ribbon. To remove users from sharing the document, right-click a user within this pane. Then select the “Remove User” command from the popup menu that appears. If needed, you can then save a local copy of the shared document on your computer. You can then delete the file from the shared online location.

Share Documents in Word: Instructions

  1. To share documents in Word 2016, open the document to share.
  2. Then click the “Share” button in the upper-right corner of the Ribbon to open the “Share” task pane at the right side of the window.
  3. Click the “Save to Cloud” button in the “Share” task pane to save it to either your SharePoint or OneDrive online storage account by using the “Save” choices in the backstage view, if necessary.
  4. To invite users to view or edit the shared document after saving it, use the “Share” pane.
  5. Then enter the users’ email addresses into the “Invite people” field.
  6. Then select either the “Can view” or “Can edit” option from the drop-down.
  7. Optionally, enter a message into the “Include a message (optional)” field.
  8. Then click the “Share” button in the task pane to share your document.
  9. To choose how to automatically share changes, use the “Automatically share changes:” drop-down to choose “Ask me,” “Never” or “Always.”
  10. If someone chooses to not allow automatic change updates, you will see them working in the document but won’t see their changes until they save the document.
  11. To stop sharing a document, click the “Share” button at the right end of the Ribbon to open the “Share” pane.
  12. Right-click a user in the “Share” pane and then choose the “Remove User” option from the list of menu options.
  13. Repeat until you have removed all the users you want.
  14. If needed, you can then save a local copy of the shared document and delete the file from the shared online location.

Share Documents in Word: Video Lesson

            The following video lesson, titled “Simplified Document Sharing in Word 2016,” shows you how to share documents in Word 2016. This video lesson is from our complete Word tutorial, titled “Mastering Word Made Easy v.2016-2013.”

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