Let’s collaborate with ShareFile & Microsoft 365

Microsoft 365 integrates with ShareFile to enable users to collaborate within the context of where they work. Whether they’re in the ShareFile UI or the Files app, users can create, share, and collaborate. In this blog post, we’ll look at how you can deliver a unified experience for employees to be productive and do their best work. 

Feature highlights

  • Open supported files directly in desktop application from the ShareFile web UI
  • Enable users to edit immediately from a shared link

Seamless collaboration:

  • Create Microsoft 365 documents directly within the ShareFile interface, requiring no context switching
  • Co-author within a web browser for files stored on ShareFile
  • Within Microsoft Outlook, link to ShareFile content directly from the integrated with ShareFile app

Let’s collaborate

How are collaborators using this integration? Here’s an example of a Financial Advisor brainstorming with their Admin peer on a client engagement letter.

Create documents directly from ShareFile 

The Admin creates a new template for a client engagement letter. Within the ShareFile UI or directly within the Files for desktop app, users can create Microsoft Word, PowerPoint, or Excel documents. The following images show how to initiate a new document from Files app or the ShareFile UI to create a new document within your folder of choice.

Co-author documents stored on ShareFile

Co-authoring takes ShareFile’s collaboration tools to the next level, enabling multiple users to edit Microsoft 365 documents stored with ShareFile. Both the author and the collaborator gain productivity by working within one interface for document storage, creation, collaboration, and sharing.

Users can edit Excel, PowerPoint, and Word files directly in the browser or open in desktop application. In addition, users can edit documents collaboratively with other users. To co-edit documents, users require an Office 365 license.

In our example, the Admin sends a link to the template for the Advisor to start editing. Collaboration can be initiated from wherever you work: the ShareFile web UI or the Files app for Windows and Mac. Read this article to learn how to share files with the get a link feature. The image below shows that this link share has enabled recipients to view, download, and co-author.

When a recipient views the link, they can directly initiate an edit session. The following image shows what the Advisor sees once they view the link.

Co-edit in real time

This provides flexibility for the user to select permissions on the file without the need to involve IT. Additionally, this feature is available to ShareFile Advanced and Premium edition customers who have the setting "Enable Microsoft Office Previewing and Editing” turned ON. Read this article for more information about ShareFile co-editing with Microsoft 365.

Multiple users can edit Office documents within the ShareFile web application simultaneously. No more sending a file to multiple users, making sure each user is properly using check-in/ check-out or merging everyone’s changes. See the image below for a session where two users are editing the document.

Sharing from a web-based editing session

Within the editing session, the user can select the share button. The ShareFile share flow will open up and allow the user to create links to join the editing session or the user can adjust the link settings to limit their access.

Utilize the Files app for Microsoft Outlook

Using the ShareFile plug-in for Microsoft Outlook, you will be able to send large files without any restrictions. Files’ encrypted email allows you to encrypt the body of the email message to your recipient, along with any attachments, with industry-standard AES 256 bit encryption. Attachments are converted to a secure link so any concerns about receiving attachments or large files getting blocked are eliminated. This article provides and overview of how to install and use the plug-in. You can also watch a demonstration of the feature in the video below.

 Getting Started with ShareFile - Files for Outlook (5:00)

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