Sharing Documents in Word 2016

How to Share Documents in Word 2016

Sharing your Word documents has never been easier. In older times, people had to send documents as email attachments, creating multiple versions and confusion. But with Microsoft Word 2016, you can share files directly and collaborate in real-time with others. Let’s learn how!

Why Share Documents in Word?

Sharing helps you work together on the same file. Instead of sending different copies, everyone can edit or view one shared document. This saves time and keeps your work organized.

Tip: Before sharing, make sure your document is saved on OneDrive or SharePoint for easy access.

Steps to Share a Document in Word 2016

1. Open the Share Option

  • Click the File tab on the top-left corner.
  • Select Share from the sidebar menu.
  • The Share pane will open on the right side of your window.

2. Save to OneDrive

Before sharing, Word will ask you to save your document to OneDrive or SharePoint. This step ensures your document is stored safely online for sharing.

3. Choose How You Want to Share

Word 2016 gives you different ways to share your document:

  • Share with People: Invite people by email and give them permission to view or edit.
  • Email: Send your document as an email attachment directly through Microsoft Outlook.
  • Present Online: Create a live presentation link that others can view in their web browser.
  • Post to Blog: Share your content directly to blogging sites like WordPress or Blogger.

4. Share for Real-Time Collaboration

Follow these steps for real-time editing:

  • Click the Share button in the top-right corner of Word.
  • If needed, save your file to OneDrive.
  • Enter the email addresses of the people you want to share with.
  • Set permission as Can Edit or Can View.
  • Add a short message if you wish, then click Send.

The recipients will receive an email with a link to access the shared document.

5. Send as an Attachment

If you prefer sharing through email, follow these steps:

  • Click File > Share > Email.
  • Select Send as Attachment.
  • Choose to send as a Word Document or PDF.
  • Enter your recipients and click Send.

Benefits of Sharing in Word 2016

  • Easy collaboration with teammates.
  • Fewer versions of the same file.
  • Access files anywhere through OneDrive.
  • Share securely with permission control.

5 FAQs on Sharing Documents in Word 2016

1. Do I need OneDrive to share a document?

Yes, for real-time collaboration, you need to save your file on OneDrive or SharePoint.

2. Can I restrict someone from editing my shared document?

Yes. While sharing, choose Can View to allow read-only access.

3. Can I share a Word file without Outlook?

Yes, you can share using a link or through other email platforms manually.

4. What happens if someone edits the file at the same time?

Word 2016 supports real-time co-authoring. You can see each other’s changes instantly.

5. Can I share my document directly to a blog?

Yes, Word 2016 allows posting directly to supported blogs like WordPress or Blogger.

Conclusion

Sharing documents in Word 2016 is a smooth and modern way to work together. Whether you’re editing with teammates or sending a quick copy by email, Word gives you full control and flexibility. Once you get used to OneDrive sharing, you’ll never go back to old-fashioned attachments again!

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