1 00:00:00,05 --> 00:00:02,07 - [Instructor] You can share Excel files with other users 2 00:00:02,07 --> 00:00:04,07 so that they can edit it also. 3 00:00:04,07 --> 00:00:08,01 Now, there is no designated exercise file for this video 4 00:00:08,01 --> 00:00:09,02 because a prerequisite 5 00:00:09,02 --> 00:00:11,04 to share a file is that it has to be saved 6 00:00:11,04 --> 00:00:14,02 on OneDrive first, and this one is, 7 00:00:14,02 --> 00:00:17,04 and you can tell by the refresh auto save icon 8 00:00:17,04 --> 00:00:20,00 that is two arrows next to the save icon 9 00:00:20,00 --> 00:00:22,03 on the top left hand side of the screen. 10 00:00:22,03 --> 00:00:24,04 So if you want to try this exercise, 11 00:00:24,04 --> 00:00:27,02 you can take any file that you want from the exercise files 12 00:00:27,02 --> 00:00:29,03 and save it up to OneDrive. 13 00:00:29,03 --> 00:00:32,05 Once that's done, you can then click the Share button 14 00:00:32,05 --> 00:00:35,00 on the top right hand side of the screen. 15 00:00:35,00 --> 00:00:38,07 From here, I'll click Share again. 16 00:00:38,07 --> 00:00:41,01 There's two different ways that you can share a file. 17 00:00:41,01 --> 00:00:44,06 The first one is to invite specific people directly. 18 00:00:44,06 --> 00:00:46,05 I can put in their name, 19 00:00:46,05 --> 00:00:49,02 or you can click from the pull down list that appears 20 00:00:49,02 --> 00:00:55,00 once you put your cursor in that field. 21 00:00:55,00 --> 00:00:58,04 I'll select a user and I'll click the pencil icon 22 00:00:58,04 --> 00:01:00,01 to the right of Jenny's name. 23 00:01:00,01 --> 00:01:02,06 And from here I can choose whether Jenny can edit, 24 00:01:02,06 --> 00:01:04,08 that is make any changes to the file. 25 00:01:04,08 --> 00:01:06,08 If she can only view the file 26 00:01:06,08 --> 00:01:10,08 or can she only view the file but not download it. 27 00:01:10,08 --> 00:01:14,04 I'm going to leave it so that Jenny can edit the file. 28 00:01:14,04 --> 00:01:15,08 I can leave a message if I want, 29 00:01:15,08 --> 00:01:21,07 (keyboard clanking) 30 00:01:21,07 --> 00:01:24,09 and from here I'll click Send 31 00:01:24,09 --> 00:01:27,09 and Jenny will get an email in her inbox inviting her 32 00:01:27,09 --> 00:01:30,06 to edit this file. 33 00:01:30,06 --> 00:01:32,07 Let's click Share again. 34 00:01:32,07 --> 00:01:36,06 The second way to share a file is to copy a link. 35 00:01:36,06 --> 00:01:41,01 I'll click Copy link. 36 00:01:41,01 --> 00:01:42,05 The link has been copied, 37 00:01:42,05 --> 00:01:45,09 and now I can paste it into an email, onto a website, 38 00:01:45,09 --> 00:01:49,00 anywhere that I need to share that link. 39 00:01:49,00 --> 00:01:50,03 It's telling me at the bottom 40 00:01:50,03 --> 00:01:52,06 what the access settings are for this link. 41 00:01:52,06 --> 00:01:53,09 For example, right now, 42 00:01:53,09 --> 00:01:56,03 anyone with the link can edit this file, 43 00:01:56,03 --> 00:01:59,07 so this is not a security measure just to send the file 44 00:01:59,07 --> 00:02:01,06 to people that you trust. 45 00:02:01,06 --> 00:02:04,00 Those people can also send the file 46 00:02:04,00 --> 00:02:06,04 to anybody else they want because remember, 47 00:02:06,04 --> 00:02:09,08 this setting says that anybody with the link can edit. 48 00:02:09,08 --> 00:02:12,09 To control this, you can click Settings. 49 00:02:12,09 --> 00:02:16,04 Here's where you can control the settings for this link. 50 00:02:16,04 --> 00:02:18,02 Right now, it's set to anyone, 51 00:02:18,02 --> 00:02:22,01 but you can change that to just people in your organization, 52 00:02:22,01 --> 00:02:24,00 only people with existing access, 53 00:02:24,00 --> 00:02:26,02 that means people that you've already shared it to. 54 00:02:26,02 --> 00:02:30,05 In this case, Jenny, or specific people that I choose, 55 00:02:30,05 --> 00:02:33,08 and I can say who those people are. 56 00:02:33,08 --> 00:02:36,08 I can also change the link to view only 57 00:02:36,08 --> 00:02:39,04 by clicking the dropdown next to More Settings. 58 00:02:39,04 --> 00:02:42,07 And I can also set an expiration date on the link itself. 59 00:02:42,07 --> 00:02:44,04 So after that set of time, 60 00:02:44,04 --> 00:02:48,03 the link simply won't work anymore. 61 00:02:48,03 --> 00:02:52,02 I'll set it to anybody and view only access. 62 00:02:52,02 --> 00:02:56,03 I'll click Apply 63 00:02:56,03 --> 00:03:00,00 and the link gets recopied. 64 00:03:00,00 --> 00:03:02,09 Let's click back on Share one more time. 65 00:03:02,09 --> 00:03:04,05 In addition to choosing 66 00:03:04,05 --> 00:03:07,04 to work together in Teams on a file directly, 67 00:03:07,04 --> 00:03:10,08 you can see everybody that has current access to your file 68 00:03:10,08 --> 00:03:16,00 by clicking Manage Access. 69 00:03:16,00 --> 00:03:18,08 Here's where I can see that aside from myself, 70 00:03:18,08 --> 00:03:21,08 Jenny Torres also has access. 71 00:03:21,08 --> 00:03:24,02 I can click this at any time 72 00:03:24,02 --> 00:03:26,02 and change her access. 73 00:03:26,02 --> 00:03:29,01 For example, instead of Direct Access can edit, 74 00:03:29,01 --> 00:03:33,05 I can change this to view only. 75 00:03:33,05 --> 00:03:36,04 If I want to completely stop sharing this file, 76 00:03:36,04 --> 00:03:38,08 I can click the Stop Sharing button 77 00:03:38,08 --> 00:03:41,03 on the top right hand side of the dialogue box, 78 00:03:41,03 --> 00:03:43,02 and I can add anybody new 79 00:03:43,02 --> 00:03:45,00 by clicking the Grant Access button, 80 00:03:45,00 --> 00:03:47,01 which is directly above that. 81 00:03:47,01 --> 00:03:50,01 I'll click the X to close out of that, 82 00:03:50,01 --> 00:03:52,01 and for now, I'm going to leave it, 83 00:03:52,01 --> 00:03:55,00 so that Jenny Torres still has access to this file.