How to Share Word 2013 Documents - dummies

By Lois Lowe

If the people with whom you want to share your work are also Office users (versions 2007 and higher), sharing Word 2013 documents with them is easy. Just give them your data file. You can transfer a data file to someone else via a USB drive, a portable disc such as a writable CD or DVD, or e-mail.

To share with people who don’t have Office 2007 higher, you can save in other formats. Word (and the other Office apps) supports a variety of saving formats, so you’re sure to find a format that bridges the distance between Office and the program that your recipient uses.

How to E-mail your document to others

One way to distribute your work to others is to send it to them via e-mail. Your document piggybacks on an e-mail as an attachment. An attachment is a file that’s separate from the body of the e-mail, travelling along with the e-mail to its destination.

Some versions of Office include Microsoft Outlook, an e-mail, calendar, and contact management program. If you don’t have Outlook, you might have some other e-mail program. When you send a document via e-mail from within Word, Word calls up your default e-mail application, whatever that may be. The steps here assume Outlook 2013 is your default e-mail application; your steps might be different if you use a different e-mail application.

If you use a web-based e-mail application, such as Outlook.com (the web-based version of Outlook), Gmail, or Yahoo! Mail, you can’t follow along with the steps listed here. You can still send Word files as e-mail attachments, but you can’t initiate the process from within Word. You start a new e-mail message from within the web interface, and then attach the file from there.

  1. In your Word 2013 document, choose File→Share, click Email, and then click Send As Attachment.

    A new message opens in Outlook (or your default e-mail application) with your file already attached. The filename also appears in the Subject line.

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  2. Click in the To box and type your own e-mail address there, and then click the Send button.

    The file is sent to you.

  3. In Outlook, choose Home→Send/Receive All Folders.

    You receive the sent file as a new message in your inbox.

    If the message doesn’t appear right away, click Send/Receive All Folders again.

  1. Close Outlook and return to Word.

  2. Close the document (but not Word), saving your changes if prompted.

How to share your document in other formats

If your intended recipients use earlier versions of Office or don’t have Office at all, you must save your work in another format before transferring the file to them. All the Office programs allow you to export your work in other formats, so you can transfer just about any data to just about any other application.

The further away you get from the original version of the file, the more formatting features you lose. For example, saving in the Word 2010 format preserves the most features, and saving in Word 97–2003 format loses some features. RTF loses even more, and plain text loses all formatting.

  1. In Word, open a document and choose File→Save As.

    The Save As page of Backstage view opens.

  2. Click the location where you want to save the file (your SkyDrive or Computer) and then click Browse to open the Save As dialog box.

  3. From the Save As Type drop-down list, choose Word 97–2003 Document and then click Save.

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    Your document is saved in a format that’s compatible with earlier Word versions (Word 97 through Word 2003); it’s also usable in Word 2007 and Word 2010.

  4. Choose File→Save As, and click Browse to reopen the Save As dialog box.

  5. Open the Save as Type drop-down list and choose Rich Text Format.

  6. Click the Save button.

    Your document is saved in Rich Text Format. This format is useful for exchanging data with someone who has a different brand of word processor, such as WordPerfect.