We’re excited to announce that Katherine Murray’s Microsoft Word 2010 Inside Out (ISBN 9780735627291; 912 pages) is now available for purchase!
You can find the book’s chapter-level table of contents and some colorful examples of this easy-to-use, beginner-focused guide to Microsoft Word in this previous post.
In today’s post, please enjoy an excerpt from Chapter 21, “Sharing Your Documents.”
If you are using an Office 2010 suite that doesn’t include SharePoint Workspace 2010, another method of sharing files online is available to you. Using Windows Live SkyDrive, you can post and share folders and files from Word, Excel, PowerPoint, and more. All you need to log in to your SkyDrive account is your Windows Live ID. Here are the steps for logging in and displaying your SkyDrive account:
Figure 21-12 You can easily add and share files in Windows Live SkyDrive.
In order to share the files you post in Windows Live SkyDrive with others, you need to give permissions to the individuals with whom you want to work so they can access the account and the files. To set the necessary permissions and share the file, display your Windows Live SkyDrive account and hover the mouse over the file you want to share. Links will appear at the mouse position. Click Share then choose Edit Permissions (see Figure 21-13).
Figure 21-13 Edit permissions to give others access to your files.
In the Permissions window, click the Documents link, and in the Information area, click People I Selected. Next, click Edit Permissions and, in the Add Specific People line, type the e-mail addresses of those with whom you want to share the files in your My Documents folder. Windows Live adds each person to the list at the bottom of the window.
Set the permissions level for each person by clicking the permissions arrow for each contact and choosing one of the following options:
After you set permissions, click Save. In the Send A Notification window, you can add a message explaining what the link is for, and then click Send to send the message.
Word 2010 makes the process of saving files to your Windows Live SkyDrive as seamless as possible. In fact, you can create an account and post files to SkyDrive in one smooth step from within Word. Here’s how to do it:
Word 2010 also gives you the option of switching users (in Figure 21-14, notice that the option is “Not Carol?”). Word 2010 also gives you the option of signing in, if you haven’t already done that. And if you haven’t previously created a Windows Live account, a button will appear so you can do that from within Word.
To complete the save, simply click the folder you want to use or click New and follow the on-screen prompts to save the file.
Figure 21-14 You can save a file directly to Windows Live SkyDrive from within Word.
In the true spirit of Web and desktop integration, you can use Word to create, copy, save, and manage folders and files that reside on a network, the Web, File Transfer Protocol (FTP) servers, or in a shared workspace. After you create shortcuts to online folders (and if you have the proper permissions), you can work with online files and folders as though they were on your local computer. Of course, taking advantage of working with networks and the Web implies that you are connected to a network or have a connection to the Internet. The first order of business when you’re working with online documents involves configuring your system so that you can access network places and FTP sites.
Your first step involves mapping the network drive to specify to Windows the location of the folder that will store the files. Although you can access documents and folders in existing Network Places from within Word, you need to set up links to new network places by using the Add Network Location Wizard.
To create a network place in Windows Vista or Windows 7, follow these steps:
After you add a network location, you can access documents and folders on the network place from within Word.
In the same way that you access other network places, you can add FTP sites to your list of Internet sites, if you have access to a network or the Internet. You can also add FTP sites to your list of network places while you’re working in Word. To create shortcuts to FTP sites, follow these steps:
The FTP site will be available in the Computer area of the Open and Save As dialog boxes. You can now choose that location as needed for opening and saving your files.
You access network locations in the same way that you access local files and folders—simply navigate to the online file and folder locations in the Open dialog box and then create a local shortcut to the document, if desired. To open an online folder or file by using the Open dialog box, follow these steps:
In addition to opening files from network locations, you’ll probably want to save files to online locations. The process of saving files to online locations is similar to saving files locally. To save a newly-created file to an online location, follow these steps: