File Sharing Problems

How to Collaborate on a Microsoft Sway Newsletter

Maira Mehtab Sep 21, 2026 869 views

Question details

The user wants to grant editing permissions to a team member so they can collaborate on the same Microsoft Sway newsletter.

Product: Microsoft Sway
Device & OS: not provided
Scenario: Sharing a newsletter for team collaboration
Observed behavior: Needs to generate and send an Edit link instead of a View link to enable co-authoring on the Sway.

Before you start

Ensure you have the Microsoft Sway newsletter open and that you have the owner or editor permissions required to share and grant access to other team members.

Solution 1Recommended

Share an Edit Link for Collaboration

Generate and share an 'Edit' link to allow team members to modify and co-author your Microsoft Sway newsletter.

Microsoft Sway supports real-time collaboration, but you must ensure the recipient receives the correct level of permissions. By default, some sharing methods might only grant read-only access.

Open the Share menu

Click on the 'Share' button located in the top navigation bar of your Microsoft Sway workspace.

Choose your audience

Select who you want to share the Sway with (e.g., Specific people or groups, Those in your organization with the link, or Anyone with a link).

Select Edit permissions

Under the 'Invite people to' section, select the 'Edit' option. This ensures the recipient can make changes rather than just viewing the document.

Copy and send the link

Click the copy icon next to the generated link and paste it into an email or messaging app to send to your team member.

Avoid View Links: Make sure you do not send a 'View' link for this purpose. A View link only permits reading and prevents the recipient from making any edits or collaborating on the newsletter.

Free Microsoft Office alternative

Create and Collaborate on Documents with WPS Office

While Microsoft Sway is used for web-based newsletters, WPS Office offers a powerful, lightweight, and free alternative for creating, sharing, and co-editing professional documents, presentations, and spreadsheets with your team.

1. Create a new document: Open WPS Office and create a new Document or Presentation for your team project.
2. Click Share: Click the 'Share' button in the top right corner of the WPS Office workspace.
3. Set editing permissions: Adjust the sharing permissions to 'Anyone with the link can edit' to allow co-authoring.
4. Collaborate in real time: Copy the link and send it to your team members so they can jump in and edit simultaneously.

Fully compatible with Microsoft Office formats (Word, Excel, PowerPoint).Real-time collaboration features for seamless team editing and sharing.Free and lightweight with a familiar, user-friendly interface.Seamless migration from Microsoft Office tools with cloud sync support.

microsoft office alternative - wps office

Frequently Asked Questions

Can multiple people edit a Microsoft Sway at the same time?

Yes, Microsoft Sway supports real-time co-authoring. Once you share an Edit link, multiple users can open the link and edit the newsletter simultaneously.

Why can't my team member edit the Sway newsletter I sent them?

If your team member cannot edit the newsletter, they likely received a 'View' link instead of an 'Edit' link. To fix this, open the Share menu, select 'Edit' under permissions, generate a new link, and share it with them.

How do I remove someone's editing access in Microsoft Sway?

You can revoke access by going to the Share menu in Sway, selecting 'More options', and choosing to reset the share settings or change the link permissions back to 'View' only.

Document & File Issues