How sharing in Office 2016 works as well as some security discussions.  

Oostdam.Info Microsoft Office 2016 logo collectionNow that the preview releases of Office 2016 has been released, it is time for some articles about the new Office 2016 functions and possibilities. Of course there is only a "preview" version available for the public, but until the date of release, lets call this product Office 2016. Personally I'm very happy with the developments in the Office suite. As an Office 365 user I see changes and improvements to the product every couple of months. In spite of the fact that Office 365 is very handy, there is also quit a demand for the offline version. These series of articles will help you get used to new functionalities and look and feels. Have fun reading them!

This article is about the general sharing possibilities within the new Office version that are available in the programs, besides Outlook, and some minor Office products. In general, say mostly within Excel, Word, PowerPoint and OneNote. Sharing became a lot easier in this new Office version as all your documents are saved to you OneDrive by default. The pictures in this article are from Excel as I'm testing some other (build-in) features in there.
Oostdam Office 2016 Sharing possibilities
On top of the new menu-bar, you you will find 5 default functions on the top right-side. The one in the middle is the "Collaborate with Others on this Document" function and it's there by default, so you can share it with other people easily.

Office 365 users are often used to this functionality, and it is similar like some (Sharepoint) pages that your employer might be using. You even might find it useful yourself sometimes for multiple reasons. Think about sharing addresses, phone numbers, or homework if you are a student etcetera etcetera. In stead of mailing documents, it's enough to share a url/link and your done. Quicker, easier, smaller and better shareable, for instance, directly from your mobile device to others. The possibility to directly send your document as an attachment is still there.

Please take a look at the picture here on the right and notice the "Collaborate" Icon on top. Share it, by typing a mail address, or look it up through your contacts, both is possible. Multiple addresses are possible by the way. Decide how you want to share the document, in this case, the other user, "Can edit". Just like you would do in an e-mail, you can type text to go with the sharing message. On the bottom you can click on the "Get a link" and a new screen will appear. - Office 2016 - Sharing files in general

Here you are able to edit the link, copy it for use in another application or whatever you would like to do with it.
There a 2 links (url's) available by default, one for modifying and one read-only. I find this very handy to quickly share some stuff. An e-mail notification will be sent after you click the Share button.

For administrators there will be new ADMX files available which will provide them enough flexibility to allow only thing that is approved to do for users by the company rules. Re-direction to OneDrive for business is possible, as well as the ability to disallow company "foreign" mail addresses for instance.

I always have security in my mind and today we did run some general tests with this new way of sharing.  After clicking on the Share button, you are able to see the people the document is shared with. (In case you have Lync enabled, it even shows their current status :-). Clicking it with the left mouse-button pops-up a little mask in which you can choose to immediately stop the sharing or to copy the link again. Looking more and more towards a build-in Sharepoint functionality to me. The notification mail even looks like it. But there is also a little catch. New documents are saved automatically in the Documents folder of you OneDrive. The (sharing/read) protection is only done by keys. If you make a mistake by sharing your documents directly from your OneDrive, all previous sharing settings are overwritten. More users than you originally wanted might be able to publicly see your documents. Take good notice of that please!  

I hope this article was helpful for you, and enjoy work with the new Office Suite!

Tip: Keep your shared documents on a watch list at all times. In case you're in doubt, hire a professional to arrange things right or for a quick check and second opinion. You can only loose your documents once.



Ben Oostdam picture - afbeeldingBen Oostdam has been working with Windows systems since 1993. He worked for several companies as a system administrator, besides his own company and is currently a Senior System Engineer for an IT company in the Netherlands, specialized in System Center & Cloud-based Solutions.

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Friday the 7th, May 2021. All rights reserved.. // Oostdam WebDesign