Office 365: Co-Authoring/Collaborating on Documents using Word, Excel or PowerPoint online

Microsoft Office 365 logo photo

Small businesses owners and employees are experiencing a new reality such that collaboration doesn’t always occur face to face.  Sharing ideas and data in real time can be challenging, especially when different people in different physical locations needing to work together. Office 365 brings us real-time co-authoring, that allows for multiple people to make changes to the same document at the same time.  You will also see other’s changes as soon as they are made.  You can use this feature on Word, Excel, PowerPoint online, the desktop apps of Word, Excel, PowerPoint 2016 with Office 365 and even Word , Excel, PowerPoint for Android and iOS. Collaborators can now work together to amend and finalize documents in real time.  This revolutionary new feature is a hidden gem!

Setting up real-time co-authoring in Microsoft Word Online for Office 365

Here is a little how-to on using real-time co-authoring with the online version of Microsoft Word

  1. Go to office.com, Sign in and open your document with Microsoft word online.  On the top right you will see a Share button, click on it.

    Office365 Co-Authoring documents in word

    Source: Microsoft.com

  2. The share screen will appear as seen in the image below.  Make sure you see “Recipients can edit” so that recipients have access and can edit the document.  Enter the Recipients Email Address in the text box and click Share.  You can also add extra notes that will also be sent to the recipients email.

    Office365 Co-Authoring feature sharing invitation

    Source: Microsoft.com

  3. Once you press the “Share” button, a link will be sent to the person you wish to collaborate with on this document, and once they click the link they can immediately start editing the document.  If you and your collaborators are editing the document at the same time you will see a marker representing each collaborator.

    Office 365 Co-Authoring with word online.

    Source: Microsoft.com

This level of collaboration saves you and your colleagues from relaying document changes back and forth.  You and your colleagues can also work together on Excel Spreadsheets with Excel Online and work together on PowerPoint Presentations with PowerPoint Online.