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How to share documents? A simple tutorial

Modern work is no longer a solitary struggle for individuals, It's a collaborative effort of a team or even the entire company. therefore, Sharing documents has become an essential means of work. Sharing documents can help your colleagues, Leaders and even customers can view and edit files simultaneously, Without the need for email, File sharing servers or any other traditional way to share documents.
In this article, We will introduce you to a detailed tutorial on sharing documents, In order to work more efficiently.

one, What is a shared document?

Shared documents are files that allow multiple people to edit and view simultaneously, Instead of sharing through traditional file transfer methods. Shared documents are usually stored in the cloud, Accessible anytime, anywhere. Shared documents can be any type of file, for example, file, form, Presentation, picture, Audio and video, etc.

two, Why use shared documents?

There are many benefits to sharing documents, such as:
1. Better teamwork: Multiple people can edit and view files simultaneously, Without spending a lot of time and effort on email, Communication on shared folders or physical files.
2. increase of efficiency: Sharing documents can not only reduce communication costs, And it can greatly improve work efficiency and productivity.
3. Better version control: A single file can have multiple versions, Intentional or unexpected changes can be easily restored.
4. More secure data: Shared documents typically have a high level of security control, Therefore, it can better protect data from illegal access or deletion.
5. Trackable every modification operation: Can perform operation logging on shared documents, To better track historical operation records.

three, How to start using shared documents?

preparation: first, Need to determine if you have registered an account with a cloud service provider, as Google Drive, Dropbox, OneDrive etc. If not already, You can register yourself, Or enterprises can also provide corresponding storage services for employees. This article will focus on Google Drive As an example for explanation.
step 1: Log in Google Drive
stay Google Drive upper, Log in to your account. If there is no account, Please register for.
step 2: create a new document
In the upper left corner, You can see the option to create a new file. Select Document, form, Presentation, shape, Start any of the options such as charts.
step 3: Naming Files
After opening the document, You can enter your document name, Then start editing the text.
step 4: Share files
Select the top right corner of the document "share" Button, At this point, you can see many sharing options. There are three main options: Private sharing, Link sharing, Public sharing.
a. Private sharing: The benefit is better control of documents during sharing. under these circumstances, You need to enter the recipient's email address, Then you can choose "special competencies" (for example: Can only view, View and comment, Can be edited, etc) .
b. Link sharing: When selecting link sharing, You need to select the preset disclosure and required permissions, Then click on "Copy Link" that will do.
c. Public sharing: When choosing public sharing, Please note the confidentiality of the document, Because everyone can access the document, And edit it.
step 5: Edit Shared Files
After sharing documents, Everyone can view and edit files simultaneously. You can allow some people to only view files, Some people can view and edit documents.
step 6: move file
You can move files from one folder to another at any time. Moving files does not affect shared access permissions.
step 7: Unshare
If you need to unshare from a shared document, Simply select the top right corner of the document "Unshare" Option is sufficient.

four, How to avoid the potential risks of sharing files?

Sharing documents does bring many advantages, But the relative risks cannot be ignored, For example, data privacy is threatened, File leakage, etc. therefore, You need to pay attention to the following matters:
1. Determine shared goals: Carefully choose the goal of sharing documents, Ensure that only trusted individuals can view data, And limited to the permissions they need.
2. Monitoring access and operation permissions: To ensure the security of documents, Monitor user actions on data, And restrict only users who need to modify and access it.
3. Using encryption: Although this may be an advanced technique, it does not prevent us from using encryption to ensure better file security, Unable to decrypt even if maliciously accessed.

summary

Shared documents are essential tools for team work, Can improve production efficiency, Simplify communication process, It also allows everyone to work anytime, anywhere, Shorten business processes and strengthen collaboration. therefore, Through a series of guidelines in this article, You can better choose the best fit for your company and/Or shared document methods for personal work, And fully utilize this new technology.