How to Share the Original File Without Creating a Copy
Question details
The user wants to share a document for real-time collaboration without generating duplicate copies that cause version confusion.
- Product
- Cloud Document Sharing
- Device & OS
- not provided
- Scenario
- Sharing a file with multiple collaborators to work on a single, unified document.
- Observed behavior
- Current sharing methods are creating duplicate files, causing collaborators to edit a copy instead of the original, which requires manual merging and deletion of old versions.
Ensure your document is fully saved and uploaded to your cloud drive before attempting to generate a sharing link.
Use the Direct Collaboration Link
Share the original file by generating a direct cloud collaboration link rather than using a 'Send' or 'Export' command.
When you use a 'Send as Attachment' or 'Export' feature, the software creates a static, independent copy of your document at that exact moment. To keep everyone on the same page, you must use a 'Share Link' feature, which grants access to the live, original file hosted on the cloud.
Open your document in the cloud drive or office application and locate the 'Share' or 'Collaborate' button, typically found in the top right corner.
In the sharing settings, change the permission from 'View only' to 'Anyone with the link can edit' or invite specific users via their email addresses.
Click 'Copy Link' and paste this URL into your email or messaging app to send to your collaborators.
Verify Cloud Synchronization Status
Confirm that your document is actively syncing to the cloud so collaborators aren't forced to download a local copy to view it.
Share and Co-edit Original Files with WPS Office
WPS Office integrates seamlessly with WPS Cloud, allowing you to generate direct sharing links so your team can edit the exact same document in real-time without version conflicts or accidental duplication.
- 1. Save to WPS Cloud: Open your file in WPS Office and save it directly to your integrated WPS Cloud drive.
- 2. Click Share: Click the 'Share' button located in the top right corner of the WPS Office interface.
- 3. Set Edit Permissions: Select the 'Anyone with the link can edit' option to allow collaboration on the original file.
- 4. Copy and Send: Click 'Copy Link' and send it to your team members to start collaborating instantly.
Frequently Asked Questions
Why does sharing my file create a copy instead of a link?
This usually happens if you use the 'Send File', 'Email Attachment', or 'Export' feature instead of a 'Share Link'. Sending a file attaches a static, offline copy to your message, whereas sharing a link grants live access to the original cloud-hosted document.
Can multiple collaborators edit the original shared file at the same time?
Yes. As long as the document is stored in a supported cloud environment and shared with editing permissions, multiple users can co-edit the original document simultaneously without creating duplicate versions.
How can I prevent collaborators from downloading a copy of my original file?
When generating the share link, look for the advanced permission settings. Many cloud services and office suites allow you to disable the 'Download', 'Print', or 'Copy' options, restricting users to online viewing or editing only.
How do I stop sharing the original document once a project is finished?
You can revoke access at any time by returning to the 'Share' menu of your document and either turning off link sharing, changing permissions back to 'View Only', or removing specific collaborators from the access list.
