One document

There are three ways to open the Share dialog when only one document is selected.

• Click the Share icon in the Task bar.
• Click the Share icon to the right of the document name. If more than one document is selected, click the icon to the right of one of the documents’ names.
• Right-click while the cursor is hovering over the selected document or one of the selected documents. Click the Share item in the list.

This opens the Share Settings dialog. The dialog has a collaborators section and a Visibility drop-down menu. It also may have a URL link. This, however, depends on what the choice from the drop-down menu is.

The Visibility drop-down menu is used to set how you want to share the document. Click the arrow to the right of Visibility to reveal the choices.

• Collaborators only
• Everyone in (name or organization)
• Public on the web with password protection
• Public on the web

Collaborators only

Selecting this item means that only members explicitly granted permission can access. This means that only those who you specifically invite to collaborate can access the document.

Choosing this option only gives you the collaborators text box. It does not give you a URL because none is generated with this option.

Enter the email addresses and group names in the collaborators text box. Separate them with commas. Then click the drop-down menu to the right of the box. The choices are:

• Read Only: This means those this permission level can only view the document. They cannot edit it or make comments or write messages to others who the document has been shared with.
• Read/Comment: This means those this permission level can view the document and make comments or write messages to others who the document has been shared with. They cannot edit the document.
• Read/Write: This means those with this permission level can add to the document, as well as make changes to text, images, tables, and other objects. they can comment and write messages to other collaborators.
• Co-Owner: They have all the privleges of thos who can Read/Write, and they can also share the document with others. They cannot change the privleges of those who already have access to the document.

Click the Share button when you are done entering emails and group.

Everyone in (name or organization)

Members within Organization who have the link can access.

There is a check box that allows everyone in the organization to find and access it. The tab allows you to set privileges for those in the organization. The drop-down menu will create a URL with the designated privileges. Set to one of the following privileges:

• Read Only: This means those this permission level can only view the document. They cannot edit it or make comments or write messages to others who the document has been shared with.
• Read/Comment: This means those this permission level can view the document and make comments or write messages to others who the document has been shared with. They cannot edit the document.
• Read/Write: This means those with this permission level can add to the document, as well as make changes to text, images, tables, and other objects. they can comment and write messages to other collaborators.

After choosing one of these three, click the Save button in the Visibility dialog to return to the Share Settings dialog.

You can copy and paste the URL. You also can use the Send via Email link to send the URL to others. Doing this will open an Email this link dialog. This will allow you to enter email addresses. There is a default message that allows for a maximum of 1,000 characters. You can change this.

The default subject is the document name. You can change this as well.

Public on the web with password protection

You can use this tab if you have a free account. However, if you want to set a password you need the Standard or Premium account levels.

If you have the free account anyone can find the document with a Web browser, and the would have the privileges that you set. They are the same privileges as Everyone in (name or organization):

• Read Only: This means those this permission level can only view the document. They cannot edit it or make comments or write messages to others who the document has been shared with.
• Read/Comment: This means those this permission level can view the document and make comments or write messages to others who the document has been shared with. They cannot edit the document.
• Read/Write: This means those with this permission level can add to the document, as well as make changes to text, images, tables, and other objects. they can comment and write messages to other collaborators.

Standard and Premium users can type a password in the text box. The password needs to have at least six characters.

There is also a a check box to set an expiration date. When you put a check in this box, an Expires on text box is revealed. Click in the text box and a calendar appears. Use the calendar to set the expiration date.

After choosing one of these three, click the Save button in the Visibility dialog to return to the Share Settings dialog.

You can copy and paste the URL. You also can use the Send via Email link to send the URL to others. Doing this will open an Email this link dialog. This will allow you to enter email addresses. There is a default message that allows for a maximum of 1,000 characters. You can change this.

The default subject is the document name. You can change this as well.

Public on the web

This tab is just like the previous one, except it does not assign a privilege level to the document. Free users can click on this tab then click the Save button to make it searchable through a search engine.

Standard and Premium users can set the expiration date. When you put a check in this box, an Expires on text box is revealed. Click in the text box and a calendar appears. Use the calendar to set the expiration date.

Click the Save button in the Visibility dialog to return to the Share Settings dialog.

You can copy and paste the URL. You also can use the Send via Email link to send the URL to others. Doing this will open an Email this link dialog. This will allow you to enter email addresses. There is a default message that allows for a maximum of 1,000 characters. You can change this.

The default subject is the document name. You can change this as well.

Two or more documents

When two or more documents are selected, all the same options are available. However there are only two ways to access the dialog:

• Click the Share icon in the Task bar.
• Right-click while the cursor is hovering over the selected document or one of the selected documents. Click the Share item in the list.

The dialog is slightly different from the one when only one document has been selected. It has two radio buttons: Add Collaborators and Visibility.

Add Collaborators

Add Collaborators is the same as Collaborators Only selection in the one-document dialog. Visit the Collaborators Only section.

Visibility

The Visibility radio button opens the dialog that is opened when you click the Visibility drop-down menu in the one-document interface.

The main difference between the one-document interface and the multiple-document interface, is that after you click the Save button in the multiple interface, you don’t have the option to add collaborators as well as send the URL. To learn about the three settings below Add Collaborators, click here.