Home > Articles > Operating Systems, Server > Microsoft Windows Desktop

Sharing Office Files via SkyDrive

The SkyDrive team recently announced enhancements that make it easier than ever to collaborate with colleagues using the Office Web Apps. This article discusses the improvements that were made to allow you to quickly share files via email, Facebook, and LinkedIn as well as the ability to embed a file in a web page or blog.
Like this article? We recommend

Before the latest updates to SkyDrive, you had to plan ahead and organize your files into Shared folders and Private folders. Now you can share individual files within folders, so you can arrange them logically just as you do the files on your local system. Further, SkyDrive was initially designed to make it easy to collaborate with other Windows Live users, which as it turns out, is not the most common scenario. Sharing and collaborating via Facebook or LinkedIn or other email systems is.

So, the developers went back to the drawing board and redesigned the process to make it easier to share with people across email services and networks. Now, from a single menu, you can share with anyone in your address book, including contacts imported in from Facebook, LinkedIn, and Gmail. Since your SkyDrive invitations are coming from a “legit” email address, they don’t get stuck in a Spam folder. Also, a simple checkbox lets you designate the document as “editable” even if you don’t know your collaborators’ Windows Live ID information.

Sharing Via Web Apps

Most of us really appreciate being able to work within a small group of applications to get our work done. Working in the web apps is no different. Now, you can share a file directly from within the Office Web Apps rather than closing the file, switching to another application, browsing for the file and going through the motions to share it.

For example, to share a document from the Word Web App, click Share on the toolbar (or on the File menu) to open the dialog box (see Figure 1). Type the email address(es) in the To: box. If you like, type a short note for the recipients.

Figure 1 You can share your files directly from the Office Web Apps.

Leave the Recipient Can Edit check box enabled if you want the recipients to be able to edit the file; otherwise, disable the option by removing the check mark. The second check box requires the recipient to sign into their Microsoft account to access the file, which adds an additional level of security. When you are finished, click Send. Invitations will be sent to all of the recipients with a link to the file that you are sharing.

Sharing Through Social Networks

SkyDrive now allows you to connect to several different social networks, such as Facebook and LinkedIn, so you can upload photos and files and share them with your friends. To post your Office files to a social network, click Share on the Web App toolbar (or select it from the File menu), or right-click a file in the SkyDrive list and click Share. Click Post To to switch to that tab (see Figure 2).

Figure 2 You can share files via your social networks in the Post To tab.

Click one of the icons to select one of the built-in services (Facebook, Twitter, LinkedIn), or add a service by clicking Add Services, then Find More Services and follow the instructions to add a new service.

If you like, type a short message. Enable the Recipients Can Edit check box if you want your social network contacts to be able to edit the file you are sharing. When you are finished, click Post. A link to the file or folder will appear on the site, along with a message if you opted to include one.

Sharing With a Link

For some people, the most straightforward way to provide access to a file is simply to get a link that they can post in a message. There are three different links to choose from: View Only, View and Edit, and Public, depending on how much access you want to grant to the file.

If you opt for a View Only link, the recipient will be able to view your files or folders, but they will not be able to edit them. Just be aware than anyone who has the link can view your files/folders, so if a recipient inadvertently shares the link with others, they too will be able to view your files/folders.

The View and Edit link does just what you might think – it allows recipients to both view and edit your files. Even more caution should be used with this type of link, even to the point where you might ask the people that you are sharing with to refrain from forwarding your message to anyone else.

If you select a Public link, you are designating your files or folders as public, so anyone with access to the Internet can view them, even if you don’t share the link. However, they will not be able to edit them. The difference between a View Only and a Public link is that anyone can search for and locate your publicly shared files. Most people use this method to share their files (such as photos) with friends and family. Note that once you designate your files/folders as Public, anyone will be able to locate them.

To create a link, click Share on the Web App toolbar (or select it from the File menu), or right-click a file in the SkyDrive list and click Share. Click Get a Link to switch to that tab (see Figure 3).

Figure 3 You can choose from three different levels of security when you generate a link to a file or folder.

Sharing Via Embedded HTML

If you maintain your own blog, or web site, there is a way to embed a file directly into a web page via embedded HTML code. One advantage to using this method is that the recipients will be able to view the information without first signing into their Microsoft account.

To embed a file in a web page, right-click the file in the SkyDrive list, then select Embed, then click Generate. SkyDrive will create HTML code that you can copy and paste into a web page (see Figure 4).

Figure 4 You can paste the generated HTML code in a web page to share the contents of a file.

Sharing from SkyDrive is Easier Than Ever

Until you say different, everything you post on SkyDrive is private. The only way anyone can gain access to your information is if you share the file/folder with them. Naturally, there are many ways you can opt to share your file, depending on how much access you want to grant. You might just want the recipient to be able to view the file, or you might want to allow them to edit the file.

You may only want to share the file with colleagues via Facebook or LinkedIn, or you may just send it to specific individuals through email. Or, you may simply want to drop a file into a blog entry via HTML code. Regardless of how you choose to share your files, you can do it quickly and smoothly from SkyDrive.

Laura Acklen has authored and co-authored more than 20 Que titles on Windows, and both the Microsoft Office and WordPerfect Office productivity suites. She has ridden the technology wave from the early days of enormous desktop computers and Windows 3.1 to the newest handheld devices and the soon-to-be released Windows 8. You can reach Laura by emailing austintechwriter@gmail.com.

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020