Sending/sharing a large file to/with a contact Use Case
In this video, you will learn about sending and sharing large files with contacts.
The video covers the process of saving the file on OneDrive, sharing it with specific people, and ensuring that everyone is viewing the correct version.
This tutorial is part of the Microsoft 365 eLearning series.
By following these steps, you can easily share and collaborate on documents, ensuring that you are always working on the right version.
This will help you streamline your file sharing process and improve productivity.
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Objectifs :
This document aims to guide users on how to effectively save, share, and manage presentations using OneDrive, ensuring that the correct version is accessible to clients and external contacts.
Chapitres :
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Introduction
In today's digital workspace, sharing large files like presentations can pose challenges, especially when file sizes exceed email inbox limits. This guide will walk you through the process of saving your presentation on OneDrive and sharing it with clients or external contacts, ensuring they have access to the correct version. -
Understanding File Size Limitations
When you create a presentation, you may find that the file size is substantial, such as 50MB. This can lead to issues when attempting to share the file via email, as many email services have size restrictions. Therefore, it is essential to utilize cloud storage solutions like OneDrive for sharing large files. -
Saving Your Presentation to OneDrive
To begin, save your presentation on your local hard disk. The next step is to upload it to your OneDrive space, which is a personal cloud storage area. Follow these steps: - Open Windows Explorer and locate your presentation file. - Drag the file into the OneDrive window to upload it. - Once uploaded, the document will be stored in your OneDrive space. -
Sharing Your Presentation
After successfully uploading your presentation to OneDrive, you can share it with your contacts. Here’s how: 1. Click on the file to open the sharing menu. 2. Select the 'Share' option. 3. Enter the email addresses of the individuals you wish to share the file with. 4. Send the invitation. Your contacts will receive an email notification with a link to access the file. -
Version Control and Document Management
One of the advantages of using OneDrive is the ability to manage different versions of your document. After sharing, the file icon will change to indicate that it has been shared. Your contacts will be able to view the document and any updates you make. This ensures that everyone is working on the most current version of the presentation. -
Conclusion
By utilizing OneDrive for saving and sharing your presentations, you can overcome file size limitations and ensure that your clients have access to the correct version of your work. This method not only simplifies the sharing process but also enhances collaboration, allowing others to view and edit the document as needed. Thank you for your attention.
FAQ :
What should I do if my file size exceeds email limits?
If your file size exceeds email limits, consider using cloud storage services like OneDrive to upload the file and share a link with your recipient instead.
How can I ensure my client views the correct version of a document?
To ensure your client views the correct version, use version control features in cloud storage services. Share the document link after uploading the latest version, and inform your client of any updates.
What is the benefit of using OneDrive for document sharing?
OneDrive allows you to store documents securely in the cloud, share them easily with specific people, and manage different versions of the document, ensuring everyone has access to the latest updates.
How do I share a document using OneDrive?
To share a document using OneDrive, upload the file to your OneDrive space, click on the 'Share' option, enter the email addresses of your contacts, and send them a notification with a link to access the document.
Quelques cas d'usages :
Collaborative Project Work
In a team setting, members can upload their presentations to OneDrive, share them with colleagues, and collaborate in real-time. This ensures everyone is working on the latest version and can provide feedback directly on the document.
Client Presentations
When preparing for a client meeting, a professional can upload their presentation to OneDrive and share the link with the client. This allows the client to access the presentation before the meeting and ensures they are viewing the most current version.
Document Review Process
A manager can use OneDrive to share project documents with team members for review. By sharing a link, team members can comment and suggest edits, streamlining the review process and ensuring all feedback is captured in one place.
Glossaire :
File Size
The amount of data that a file contains, typically measured in bytes (e.g., MB, GB). A file size of 50MB indicates that the file is relatively large and may exceed email attachment limits.
OneDrive
A cloud storage service provided by Microsoft that allows users to store files online and access them from any device. It also enables file sharing with others.
Email Notification
A message sent to inform users about an action taken, such as sharing a file. Recipients receive a link to access the shared content.
Version Control
The management of changes to documents, allowing users to keep track of different versions of a file. This ensures that the most current version is accessible to collaborators.
Drag and Drop
A user interface action where a user selects an item (like a file) and moves it to a different location (like a cloud storage window) using a mouse.
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