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How to Share Word, Excel, and PowerPoint

There are times when you want to share files created with Word, Excel, and PowerPoint with colleagues or friends.

There are several ways to share files, but the appropriate method depends on whether you want to edit together with the other person or just pass along a completed file.

For collaborative editing, you can use OneDrive; for simply passing files, email or file-sharing services can be utilized.

In particular, if the file size is large or if you want to bundle multiple Word, Excel, or PowerPoint files together, using a file uploader can be convenient.

First, Choose the Sharing Method that Best Suits Your Purpose

Purpose	Recommended Method
Want to edit simultaneously with multiple people	OneDrive, SharePoint
Want the other person to view it	OneDrive, sharing links
Want to pass along the completed file as is	Email, file-sharing service
Want to send multiple Office files together	ZIP files, file-sharing service
Want to share with a password	Password-enabled file-sharing service

Even when using the word "share," there are different uses for collaborative editing and handing off files. First, decide which one you want to do, as this will make it easier to choose a method.

Sharing Word, Excel, and PowerPoint via OneDrive

If you are using Microsoft 365, the basic option for sharing Office files is to use OneDrive.

By saving and sharing Word, Excel, and PowerPoint files on OneDrive, you can send a link to the other person. Microsoft’s official information notes that Office documents saved on OneDrive or SharePoint can be collaboratively edited by multiple users.

When sharing, you can also distinguish between people who can edit and those who can only view.

Basic Steps for Sharing on OneDrive

1. Save the Word, Excel, or PowerPoint file on OneDrive
2. Select the file you want to share
3. Select "Share"
4. Set access permissions for sharing partners or links
5. Copy the link and send it to the other person

If there's no need for the other person to edit, keeping them with viewing-only permissions is safer.

On OneDrive, you can also change the permissions of shared links or stop sharing. When sharing important files, be sure to confirm who has editing rights before sending the link.

Collaboratively Editing Word, Excel, and PowerPoint

If multiple people are editing the same file, collaborative editing using OneDrive or SharePoint is convenient.

For instance, when several people input data into a table created in Excel, sending files back and forth via email can make it unclear "which file is the latest version."

By sharing files on OneDrive, each person can open the same file and work on it. According to Microsoft's guidance, Word, Excel, and PowerPoint support collaborative editing by being saved on OneDrive or SharePoint.

Especially with files like Excel that collect data from multiple people, it is convenient since there's no need to resend files repeatedly.

Points to Note When Collaboratively Editing

• Set editing rights only for those who need it
• Check the sharing partners for important files
• Use supported newer file formats instead of old ones
• If you want to keep the original file, create a copy for sharing

Additionally, Microsoft’s guide mentions that representative formats supporting collaborative editing include Word's ".docx", Excel's ".xlsx", and PowerPoint's ".pptx".

How to Share Word, Excel, and PowerPoint via Links

If you do not need to edit together, you do not necessarily have to use collaborative editing features to share files.

Simply uploading the file and sending the generated URL to the other person can be a sufficient method.

For example, directly attaching Word or Excel files in an email can cause issues with file size or the storage limitations of the email service. Also, sending multiple files in several emails can complicate management.

In such cases, uploading files to a file-sharing service and sending the URL is a straightforward solution.

Sharing Multiple Word, Excel, and PowerPoint Files Together

When handing over materials for work, there may not be just one file of Word, Excel, or PowerPoint.

For instance, you may need to share the following types of files together:

• Word explanatory materials
• Excel summary tables
• PowerPoint presentation materials
• Images or PDF reference materials

Rather than sending these files one by one, it is more manageable for the recipient if you bundle them into a ZIP file before sharing.

Some file-sharing services allow you to upload multiple files simultaneously, which is convenient when creating ZIP files is cumbersome.

How to Share Large Word, Excel, and PowerPoint Files

When using many images or videos in formats like PowerPoint, the file size can become large.

If you encounter size limitations while trying to attach files to an email, you can utilize file-sharing services instead of forcing attachments.

UploadF allows you to upload files not just from PCs but also from smartphones. It supports not only selecting files on a browser but also uploading via drag and drop.

After uploading Word, Excel, or PowerPoint files, you simply send the generated URL to the recipient.

Moreover, since you can handle multiple files at once, this method is also useful when you want to share numerous documents like Word, Excel, or PowerPoint together.

Sharing Office Files with a Password

There are files like client materials or work data that you do not want anyone to access.

In such cases, using a file-sharing service that allows password settings can be convenient.

With UploadF, you can set a password for the uploaded file. This can be used when you don't want to share the file directly with just anyone who knows the URL.

For example, you can send the file's URL via email and communicate the password through a separate means.

However, just because you set a password does not mean you should ignore verifying the sharing recipients. It's also important not to spread the URL and password of important materials unnecessarily when sharing.

If You Want to Delete Shared Office Files Later

If you only want to temporarily share materials, you can choose a service that allows you to delete files after sharing.

For example, you might hand over confirmation materials like PowerPoint to a client, and after approval, there is no need to keep them public.

With UploadF, you can individually delete uploaded files. Additionally, the storage period can be set from 1 day and extended as needed.

By separating "files to keep permanently" and "files to hand over temporarily," it becomes easier to organize shared files.

Checklist for Sharing Office Files

Before sharing Word, Excel, and PowerPoint files, it’s reassuring to check the following items:

• Have you selected the correct files to share?
• Do they contain any personal information or unnecessary data?
• Is there a need for the recipient to edit?
• If viewing is sufficient, have you avoided giving editing permissions?
• If there are multiple files, is there a need to ZIP?
• Is the file size not too large?
• Have you set a password as needed?
• If it’s temporary sharing, have you checked the storage period and deletion method?

Summary of Sharing Methods for Word, Excel, and PowerPoint

The method of sharing Word, Excel, and PowerPoint files is recommended based on the purpose.

• Want to edit collaboratively → OneDrive, SharePoint
• Want someone to view the file → Sharing link on OneDrive, etc.
• Want to hand over the completed file → Email, file-sharing service
• Want to send multiple materials together → ZIP, file-sharing service
• Want to set a password → Password-enabled file-sharing service
• Want to temporarily share files → Services with a storage period or deletion feature

If you are using Microsoft 365 and want to collaboratively edit the same materials, OneDrive or SharePoint is convenient. On the other hand, if you simply want to pass Word, Excel, or PowerPoint files to someone, using a file uploader is also an option.

If you want to upload files and share via URL without registration, you can also use UploadF. It can be used from both PC and smartphone and supports password settings and individual file deletion.

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