How To Share Word Documents Across Teams

Word documents power proposals, SOPs, and contracts, but plain links get buried and create repeat questions. This guide shows how to share Word docs with Send so people get instant answers via AI, and you see who viewed, what they cared about, and when to follow up.

When this is useful

Before we dive into the steps, here’s when this workflow helps most.

You need one authoritative link to a Word doc referenced by sales, legal, finance, or clients.
You want readers to self‑serve answers 24/7 without booking another meeting.
You care about signal: who opened, from where, device, and the questions they asked.
You want to avoid version chaos as documents evolve.

Step‑by‑step

In this section, you’ll add your Word document to Send, guide readers with Suggested Questions, and share one tracked link with the right controls. Setup takes minutes.

1. Add your Word document to Send

Install Send’s Chrome extension from Send.co. On supported pages, you’ll see a blue “Add to Send” button.
Upload your .docx file in the Send app, or paste a share link if it’s hosted. Send renders the doc under a single, shareable link.
Alternatively, open a web‑hosted viewer and click “Add to Send.” A Send tab opens with the doc embedded immediately.
Name the document clearly, such as “MSA – ACME (Word)” or “Onboarding SOP (Word).”

Why this matters: instead of pasting document links that go stale, you centralize access under one Send link that also includes AI chat and analytics.

2. Add AI and Suggested Questions to steer readers

In Send, enable AI Chat. The AI reads the attached document and answers questions about it.
Add Suggested Questions that anticipate what people need: 1) “What does this include and what’s out of scope?” 2) “What’s the implementation timeline?” 3) “Who is responsible and what are the next steps?” 4) “Where can I see pricing or a demo?”
If you want AI to answer beyond the doc (e.g., pricing policy, security notes, booking link, or case studies), attach an AI Profile. In the profile, teach the AI to surface those links on request.
Add a short note at the top: “There’s an AI chat on the right—ask anything.” Engagement rises when people know they can self‑serve.

Why this matters: AI and Suggested Questions steer attention to the most important answers, reduce back‑and‑forth, and accelerate decisions.

Click Share and configure the viewer gate. Require name and email if you want identity captured before viewing. Add phone when qualification matters.
For sensitive contexts, disable download/print. If you attach internal notes or a companion PDF next to the doc, this keeps distribution controlled.
Create a personalized link with a custom slug when you already know the audience (for example, /acme‑msa‑word). This avoids forms while keeping identity clear.
Copy the Send link and share it in project hubs, handoff packets, team channels, or email sequences. Mention that there’s AI chat inside.
Watch your Activity feed and email notifications. You’ll see who viewed, from where, on what device, how long they engaged, and the questions they asked the AI. Turn on webhooks for “document open” or “any link open” to push activity into your CRM or tools like Zapier, Make, and Clay.

Why this matters: one link stays accurate and shows you who engaged so you can prioritize follow‑ups.

Why this is faster with Send

This section explains the concrete benefits of using Send for Word documents.

AI answers questions immediately, so readers don’t need a walkthrough or another call to find key details.
Suggested Questions guide attention to scope, timelines, responsibilities, and next steps.
Analytics show who viewed, where they came from, device, time on doc, and AI chat logs. For attached PDFs, you also get page‑level time to see which pages drew attention.
Permissions, viewer gates, and replace‑file controls keep the shared link clean and current. If you attach a spec or PDF later, replace it under the same URL without resending.
Compared to traditional link‑sharing or DocSend, Send adds AI steering plus deeper engagement signal, which shortens cycles and improves conversations.

Troubleshooting & tips

Here are common blockers and how to fix them quickly.

People don’t notice AI chat

Add a one‑line prompt: “Ask the AI anything on the right.” Seed two or three Suggested Questions that mirror typical confusion.

Readers ask about topics beyond the document

Attach an AI Profile. Teach it to surface pricing pages, security notes, case studies, and your booking link.

You need tight control for internal context

Turn on the viewer gate and disable download/print. Use personalized links for known contacts to skip the form while keeping identity clear.

The document keeps evolving and attachments change

Keep the same Send link. Replace attachments or update references. Recipients keep using the same URL, and analytics remain continuous.

You need alerts and CRM updates

Use webhooks for “document open” or “any link open.” Pipe events to Zapier, Make, or Clay to create or update contacts, log activity, notify channels, or trigger sequences.

Integrations & automation

Here’s how to connect activity from your Word doc link to the rest of your stack.

CRM enrichment

When a document opens, trigger a webhook to create or update the contact and log engagement. If someone clicks your case studies or booking link, use “any link open” to score intent and route owners.

Slack alerts

Send alerts to a team channel when target accounts engage. Include the viewer’s name, location, and the Suggested Questions they used.

Sequences

After a view, enroll the contact into a personalized sequence with a relevant follow‑up based on their AI questions.

Data tools

Send events into Clay for deduping and enrichment, then back to your CRM so teams prioritize the right people.

Privacy & controls

These settings keep your shared docs tidy and safe.

Viewer gates

Require name, email, and optionally phone before viewing. Hide content until submitted if identity needs to be confirmed first.

Disable download/print

Useful when you add internal guidance or attach PDFs next to the doc. Keep distribution controlled while readers can still view and ask the AI.

Personalized links

Use a custom slug when you already know the audience. Identity is clear without a form, and the URL looks professional.

Replace files, keep the link

Swap attached exports, specs, or policy docs without changing the URL. Analytics continue under the same link.

FAQ

This section answers common questions quickly so you can move faster.

How does Send speed up Word document reviews?

AI and Suggested Questions orient readers immediately. You avoid repeat walkthroughs and see who engaged and what they asked.

Can I require name or email before viewing?

Yes. Turn on the viewer gate and choose the fields you need. You can also hide content until they submit.

Can I replace attachments without changing the link?

Yes. Replace files under the same Send link, which preserves analytics and avoids version chaos.

What analytics do I get?

You’ll see provided viewer info, location, device, time viewed, and AI chat questions. For PDFs attached alongside Word, page‑level time shows which pages mattered.

What plans and prices are available?

Send offers a $29 per month plan, and a $99 per month tier with multiple seats and more features.

Try Send to share Word documents across teams with AI answers and full tracking—start at Send.co.