- Sharing a link to one live document
- Which permission to choose
- Copying a link instead of sending an invite
- Sending a copy as a Word file or PDF
- Working on the document together
- The catch: a copy isn't the same as a share
- Sharing from a phone
- Protecting a sensitive document
- What I'd do
- Frequently asked questions
To share a Word document, save it to OneDrive or SharePoint, select Share in the top-right corner, add people's email addresses, choose Can edit, Can review or Can view, and select Share. Choose Copy Link to paste the link yourself, or send a copy as a Word file or PDF.
There are two ways to share a Word document, and they behave very differently. You can send a copy, which freezes the document as it was the moment you hit send, or you can share a link to one file in the cloud that everyone opens and edits together. For proposals going back and forth with a client, or a policy your team keeps updating, the shared link saves a lot of version confusion.
Sharing a link to one live document
- Save the document to OneDrive or SharePoint.
- Select Share in the top-right corner.
- Type the names or email addresses of the people you're sharing with.
- Choose a permission from the dropdown.
- Add a short message if you like, and select Share. Microsoft says each person gets an email notification.
Microsoft's point about the cloud is the important one: you can keep updating the file, and everyone sees the latest version rather than an old copy sitting in their inbox.
Which permission to choose
| Permission | What they can do | Use it for |
|---|---|---|
| Can edit | Change the document | Colleagues working on it with you |
| Can review | Suggest changes and comment | A client checking a proposal |
| Can view | Read only | Sharing a finished policy or guide |
| Can't download | View without saving a copy | Drafts you'd rather didn't circulate |
Those four options come from Microsoft's Word for the web guide. Can review is the one I'd use most with clients: they can mark up what they'd like changed, and you decide what goes in.
Copying a link instead of sending an invite
If you'd rather put the link in your own email or message, select Copy Link in the Share box. Check the permission on the link before you copy it, so you know whether anyone who receives it can edit.
Sending a copy as a Word file or PDF
Sometimes you want a fixed version, such as a signed-off quote for services or a final report. Microsoft's mobile guide shows Send a copy, with a choice of Word document or PDF. On a computer, save or export a PDF and attach it to your email. A PDF is the safer choice for anything you don't want edited, and it looks the same on every device.
Working on the document together
Once you've shared with edit access, Microsoft says several people can work on it at the same time. You'll see their names under Share, and coloured flags show where each person is working in the document. That's very handy on a busy proposal, because you can see who's tackling which section and avoid two people rewriting the same paragraph at once.
For feedback, use comments rather than editing each other's words directly. Highlight the text, go to Review, New Comment, and type your note. To get someone's attention, type @ and their name in the comment, as Microsoft describes, and they'll be notified. When the comments are dealt with, my guide to recovering an unsaved Word document is worth bookmarking too, in case someone closes a copy before it's saved to the cloud.
The catch: a copy isn't the same as a share
This is where most confusion starts. If you attach a Word file to an email, every person gets their own copy, and their changes stay in their copy. Then three versions come back and you're merging edits by hand. Sharing a link keeps one document. If you've already emailed copies around, stop, upload one version to OneDrive, and share that link instead.
Equally, a link is live. If you change the document after sharing, the people with the link see the change. For a quote or a contract that needs to stay fixed, send a PDF.
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Sharing from a phone
On the Word app for phones and tablets, Microsoft says to tap the Share icon, add email addresses, turn on Can Edit if people should be able to change it, and select Send. The email includes a link. You can also tap Copy Link, or use Send a copy for an attachment.
Protecting a sensitive document
Before you share anything with personal or commercial details, check who's on the list and what they can do. View-only access and Can't download reduce how far a document travels. For an extra layer on a file you're sending as an attachment, my guide to password protecting a Word document walks through it, and if the file is on SharePoint, Microsoft says Manage access in the Details pane is where you control who gets in.
What I'd do
Share a link from OneDrive for anything people will work on together, pick Can review for clients and Can view for finished documents, and send a PDF for anything that must stay fixed. That one habit ends the which version is this conversation for good, and it's far kinder to your inbox too.
Frequently asked questions
How do I share a Word document so others can edit it?
Save it to OneDrive or SharePoint, select Share, add people and choose Can edit.
Can I share a Word document as view only?
Yes. Choose Can view, or Can't download if you don't want people saving a copy.
How do I send a Word document as a PDF?
Save or export it as a PDF and attach it, or use Send a copy and choose PDF in the mobile app.
Can several people edit a Word document at once?
Yes, once it's shared from the cloud. Microsoft says coloured flags show where each person is working.
What is the difference between sharing and sending a copy?
Sharing gives everyone one live document. A copy is separate, so changes don't come back to yours.
