File Sharing Problems

How to Allow Multiple People to Send a Microsoft Sway Newsletter

Emma Brown Oct 12, 2026 868 views

Question details

The user needs to know how to grant permissions so that co-editors of a Microsoft Sway newsletter can send or distribute the final version, bypassing the restriction that limits this action to the original creator.

Product: Microsoft Sway
Device & OS: not provided
Scenario: A team is collaborating on a Sway newsletter, and a co-editor needs to send or distribute the finalized document because the original creator is unavailable.
Observed behavior: Currently, multiple people are able to edit the Sway newsletter, but only the original creator has the required permissions to send or distribute the completed version.

Before you start

Verify your current access level to the Sway newsletter and ensure you have the correct sharing link before attempting to distribute it to your audience.

Solution 1Recommended

Distribute the Newsletter Using a Public Sharing Link

Co-editors can distribute the newsletter by generating and sharing a public view link, bypassing the need for the creator to send it directly via email embedding.

While embedding a Sway newsletter directly into an email body is typically restricted to the creator, co-editors can still distribute the content by sharing the direct URL.

Open the Sway

Log into Microsoft Sway and open the newsletter that you have editing access to.

Access Share Menu

Click on the 'Share' button located in the top right corner of the navigation bar.

Set Link Permissions

Select 'Anyone with a link' under the 'Share your Sway with' options to ensure recipients do not need to log in to view the newsletter.

Copy and Distribute

Click the 'Copy link' icon. You can now paste this URL into your preferred email client or messaging platform to send it out to your audience.

Distribution Method: This method relies on sending a hyperlink to the newsletter. The recipient will click the link to open the Sway in their web browser.

Solution 2

Duplicate the Sway to Gain Creator Permissions

If you need full creator rights to send the newsletter through specific Microsoft channels, you can duplicate the shared Sway to become the owner of the new copy.

Free Microsoft Office alternative

Try WPS Office for Seamless Team Collaboration

If you frequently encounter permission limitations and collaboration barriers in Microsoft Office tools, switch to WPS Office. It is a free, lightweight, and easy-to-use alternative that fully supports Microsoft Office formats while offering powerful document sharing and real-time co-editing features.

1. Download and Install: Get WPS Office from the official website and install it on your device for free.
2. Create Your Content: Open a new Document or Presentation to start designing your team newsletter.
3. Share with Ease: Click 'Share' in the top right corner to generate a collaborative link with specific edit or view permissions for multiple users.

Highly compatible with Microsoft Word, Excel, and PowerPoint formats.Easily generate shareable links with customizable viewing and editing permissions for team newsletters.Familiar user interface makes migration from Microsoft Office quick and seamless.Lightweight design ensures smooth performance even on older devices.

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Frequently Asked Questions

Can an editor embed a Sway newsletter directly in an Outlook email?

Usually, embedding a Sway directly into an Outlook email requires the sender to be the original creator. Co-editors can work around this by copying the 'View' link and pasting it into their own emails.

Why does the 'Share' button look different for co-editors?

Depending on the organizational settings configured by the creator or IT admin, co-editors might have restricted sharing options to prevent unauthorized external distribution of the document.

Can the creator transfer ownership of a Sway to another user?

Microsoft Sway does not currently have a direct 'transfer ownership' button. The easiest way to pass full ownership rights is for the new user to duplicate the Sway and work from the copy.