Emailing files and working across devices

- [Instructor] When it comes to using email, you have the confidence that it will be synchronized and up to date across all your devices. The key is, extending that same ability to work from anywhere, work asynchronously, and always be in sync is not sending a file to someone and having multiple copies of a document, spreadsheet, presentation out there in the wild and end up with multiple versions, not only on your device, but on everybody else's. The goal is to continue to have that single source of truth across everything you do. Sending or sharing a cloud version provides that one truth with a history of track changes, reads, shares, and updates. Let's take a look. So it's been a long day, heading out to dinner with some friends, and Jonathan reaches out to me and says, "Hey, I need a link to that PowerPoint 'cause I have some things that I need to change. That one that we were working on earlier." Now if it was local, you'd have to go back home and send him a copy and start to merge it. Not a problem 'cause we have everything in the cloud. So I'm going to go to Outlook. I'm going to go ahead and start a brand new email that will go to Jonathan. His name shows up, great. And then I go to Attach a File, and I drop down. Here we go to My Files. I go to Desktop, and there is that Landon Hotel PowerPoint, the one that we were working on, that we changed the couch and all the rest on. No problem, and I'm going to click it. I want to pause here. I have three choices. I can preview this if I want to take a quick look at it. I can attach a copy or insert a link. If I attach a copy, I'm giving him that deck, and any changes that he makes will only be in his version. I don't want that, I don't want to have to start taking all the work he did later on tonight or tomorrow and putting that all back together. No way, I want to have one version that everybody's using and all my information's on one. So I'm going to choose Insert Link. That's great, and I'll go PowerPoint For Update. Great, so what's nice is it looks like a PowerPoint. Looks like I'm sending him a copy of it, but I'm really not. The moment that he clicks it, it is going to launch inside of his browser or inside of the PowerPoint app, depending on what device he's using and how it sets up. But to him, it's as if I send him a copy. All he has to do is make his changes, close it, and I'll have them there immediately. I send that off, the mail's now sent. And if I go into Sent mail, that's how it's going to look for him. There it is, and when he clicks it, it's going to open up. Great, there's the PowerPoint, that's what he got. Everything looks good. Now there is a second way that I could have done this. So let's take a look at that too. I could have gone into OneDrive. I could have gone to Desktop, and I could have gone to the Landon Hotel Conference, simply clicked it, and just clicked Share. I could say this is going to go to Jonathan, shows up nicely. If I want to make it where he can only view it and can't make any changes, I could do that. But I want him to edit, make any changes. I can say, "Here you go." And I also have the choice of, I can just copy that link and drop it into an IAM. So I could say Copy Link. I could then quickly go into an IAM or Teams or anything along that line. Or I could once again go back into that conference, Share, go back to Jonathan, click it, here you go. And hit Send. Says the link is now sent. And let's see how that shows up in email. It didn't even have to open Outlook, that's what's great. When I take a look at Sent, there it is. This is what he'll see is, I shared a file with him. Here you go, there it is, and he'll click Open. Either way, tons of flexibility, not needing to go back to my PC, having full control, full access because everything is in the cloud, and it's available on every device. Dinner was awesome, back home, and I want to see the work that Jonathan's done on the deck. So I go ahead and I double click. I go in and let's go. Oh, while I was away, Jonathan made some new changes. So let's take a look at what those are. So I can go ahead, and notice it starts to highlight next to some of these slides, this little blue dot, that the slide has unread changes. So let's go to it. Could we add a cappuccino cart to the offering? Yeah, we could absolutely do that. So what we'll do here is I'm going to get rid of his comment, and I'm going to put in Free lattes and cappu-C-H-I-N-O, cappuccinos. I'll double check the spelling in a moment. It tells me that it's wrong. Great, I'm going to go in. There we go, yep. 'Cause I want to make sure I'm not offering capuchin monkeys that are free. Excellent, so I can see that... Oh, JP is actually in the slide with me so I can see that he's there. Wonderful, notice his name is there, and it's up at the top. I can even tell me to go to the locations that he's at to open a contact card, or if I chose, even join a group chat with him. All right, let's see what else has changed in here? Oh, it looks like down here, he said, "Is this similar to foods that we'll be offering or should we use different photos?" Let's do this, No blueberries due to allergies. So the first thing we want to do is we want to get rid of that blueberry picture. Again, go back to Insert. I don't need a cameo there, but I'll do an Insert. I'm going to go to Stock Images. I'm going to type in dessert and hit Enter. And let's see what I've got. Donuts are nice. I like some donuts. Macaroons are always good. What should we, ah, there we go. That's what I want, some macaroons. I know we'll have those. Now, you'll notice as soon as it drops it in that the picture looks a little bit big. But notice, Designer kicked in and said, "Hey, how would you like to do this?" So you know what, let's do that, perfect. Catering, buffet style, dessert bars, coffee and beverage carts. Excellent, so good. And that is now answered. I'm going to go to his next comment, "I add several 'award-winning'...." Beautiful, I love that. So I'll remove the highlight there and he can see that I will do No Color. I think that that's really important. And I'll go, Great Add, and hit Enter. What's nice is I can see when he made that comment, he can see when I did it, I have the opportunity to delete or resolve the thread or in this case, just give 'em a thumbs up, 'cause I thought that was a great thing to be able to add. As I scroll up and down, I'm not seeing any more changes. I can see that Jonathan is in fact in slide six. But what you've seen here is the ability for us to work from different platforms, different places at the same time, and most of all, not have different versions of a deck or a document or an Excel spreadsheet, but we're working in one version, creating one truth and one version that everybody is adding to and collaborating it. And that only happens when the content is in the cloud. So again, another great benefit of allowing us to collaborate and work together asynchronously and seamlessly thanks to cloud content.