- [Instructor] You can share Excel files with other users
so that they can edit it also.
Now, there is no designated exercise file for this video
because a prerequisite
to share a file is that it has to be saved
on OneDrive first, and this one is,
and you can tell by the refresh auto save icon
that is two arrows next to the save icon
on the top left hand side of the screen.
So if you want to try this exercise,
you can take any file that you want from the exercise files
and save it up to OneDrive.
Once that's done, you can then click the Share button
on the top right hand side of the screen.
From here, I'll click Share again.
There's two different ways that you can share a file.
The first one is to invite specific people directly.
I can put in their name,
or you can click from the pull down list that appears
once you put your cursor in that field.
I'll select a user and I'll click the pencil icon
to the right of Jenny's name.
And from here I can choose whether Jenny can edit,
that is make any changes to the file.
If she can only view the file
or can she only view the file but not download it.
I'm going to leave it so that Jenny can edit the file.
I can leave a message if I want,
(keyboard clanking)
and from here I'll click Send
and Jenny will get an email in her inbox inviting her
to edit this file.
Let's click Share again.
The second way to share a file is to copy a link.
I'll click Copy link.
The link has been copied,
and now I can paste it into an email, onto a website,
anywhere that I need to share that link.
It's telling me at the bottom
what the access settings are for this link.
For example, right now,
anyone with the link can edit this file,
so this is not a security measure just to send the file
to people that you trust.
Those people can also send the file
to anybody else they want because remember,
this setting says that anybody with the link can edit.
To control this, you can click Settings.
Here's where you can control the settings for this link.
Right now, it's set to anyone,
but you can change that to just people in your organization,
only people with existing access,
that means people that you've already shared it to.
In this case, Jenny, or specific people that I choose,
and I can say who those people are.
I can also change the link to view only
by clicking the dropdown next to More Settings.
And I can also set an expiration date on the link itself.
So after that set of time,
the link simply won't work anymore.
I'll set it to anybody and view only access.
I'll click Apply
and the link gets recopied.
Let's click back on Share one more time.
In addition to choosing
to work together in Teams on a file directly,
you can see everybody that has current access to your file
by clicking Manage Access.
Here's where I can see that aside from myself,
Jenny Torres also has access.
I can click this at any time
and change her access.
For example, instead of Direct Access can edit,
I can change this to view only.
If I want to completely stop sharing this file,
I can click the Stop Sharing button
on the top right hand side of the dialogue box,
and I can add anybody new
by clicking the Grant Access button,
which is directly above that.
I'll click the X to close out of that,
and for now, I'm going to leave it,
so that Jenny Torres still has access to this file.