How do I give access to a staff member to send editable link for sway to other staff members?

Hi Jane Campbell-Horn,

If my answer helps, please mark it as an answer, it will definitely help others in the community with similar queries to find a solution to their problem faster. On top of that, it helps me have a good survey and makes me do my best. 

 
 
I appreciate it. Thank you for your support 

Sting-NG - Microsoft Community Support Specialist

Hi Jane Campbell-Horn,

Thank you for contacting Microsoft Technical Support.

Here is a step-by-step instruction to share link to your office assistant access to be able to set up and share for edit:

1. Open the Sway you want to share: Log in to Sway (sway.office.com) with your Microsoft 365 account and open the specific Sway that your assistant needs to work on.
2. Click the "Share" button: In the top right corner of the Sway editor, you'll see a "Share" button. Click it.
3. Choose "Invite people to edit": In the sharing pane that appears, you'll see options to "Invite people to view" or "Invite people to edit." Select "Edit".
   • Important Note for Organizational Accounts: If you are signed in with an organizational (work or school) account, you'll have additional privacy options:
   • Specific people or groups: This is the most secure option if you want to explicitly name your assistant. Start typing their name or email address, and Sway will suggest users from your organization.

• Those within your organization with the link: Anyone in your organization who has the link can edit.
• Anyone with a link: (Use with caution for confidential Sways) Anyone who has the link can edit. This is generally not recommended for collaborative editing of sensitive content.
• Get the "Edit" link: Once you've selected "Edit" and your desired privacy level (if applicable), Sway will generate an "Edit" link.
• Click the "Copy link" button next to the URL.
• Share the link with your assistant: Paste this copied link into an email, chat message (e.g., Teams), or any other secure communication method to send it to your assistant.

What Your Assistant Can Do with an "Edit" Link:

When your office assistant receives and clicks on this "Edit" link, they will be able to:

• View and edit the Sway: They can add, delete, and rearrange content (text, images, videos, embeds, etc.) within the Sway.
• Manage the Sway's design and style: They can apply different styles, templates, and customize the look and feel.
• Preview the Sway: They can see how the Sway will look to viewers.
• Change sharing permissions: This is the crucial part for your request! They can access the "Share" button and modify who can view or further edit the Sway, and choose the publication options (like "Anyone with a link" for public sharing, or "Specific people/groups" for controlled sharing).
• Get the embed code: They can generate the HTML embed code to place the Sway on a website or intranet.
• Export the Sway: They can export the Sway as a Word document or PDF.
• Duplicate the Sway: They can make a copy of the Sway.

We hope this information is helpful. If you have any other questions or need further assistance, please feel free to contact us.

Please feel free to mark Yes above that contained the solution to make it easier for other customers with the same problem as you to find the direction to let them know more about the latest developments on this issue.  Thank you a lot.

Best regards.      

Sting-Ng - Microsoft Community Support Specialist.

Hello Sting-Ng

I know how to share to members of staff so that they can edit the school newsletter, I need to know how I can give my office assistant access to be able to set up and share for edit and publication so that I don`t have to do it.

Cheers

Jane

Hi Jane Campbell-Horn,

Thank you for contacting Microsoft Technical Support.

• Is the account you are currently using a personal account or a work/school account? If so, please provide the account domain information.

Regarding your question on how to share a Sway so that others can view it in play mode, please follow these steps: Share your Sway - Microsoft Support

1. Open the Sway you want to share, and then click Share on the top navigation bar.
2. On the menu that appears, select Specific people or groups, and choose whether you want to invite people to view or edit. The menu will change to allow you to specify which people will be able to view or edit your Sway.
3. Start typing the individual name, group name, or email address of someone in your organization in the box. You’ll see suggestions appear as you type, and you can select the person or group you want to add. Once you have added everyone you want to allow to view or edit your Sway, click the Invite button.
4. Send the people you’ve invited a link to your Sway.

Note that an invited author cannot change the share level of your Sway; only you, as the owner, can do this. You can manage the list of Authors and Viewers by clicking on each person’s profile picture. This will allow you to change an Author to a Viewer, a Viewer to an Author, or Remove the person entirely. You can remove an author at any time by using the Reset the Share settings button, which permanently changes the URL of your Sway.

This way, the recipient will directly enter play mode without needing to log into an account. If you use the link yourself and enter edit mode, it might be because you are the owner of the Sway.

We hope this information is helpful. If you have any other questions or need further assistance, please feel free to contact us.

Please feel free to mark Yes above that contained the solution to make it easier for other customers with the same problem as you to find the direction to let them know more about the latest developments on this issue.  Thank you a lot. 🙂

Best regards.      

Sting-Ng - Microsoft Community Support Specialist.