How to Co-author a Document using SharePoint in Word 2013?



quite often you need to work on a document with others in Word 2013 you can be much more efficient in your collaboration by co-authoring the document in real time you can also access the document from anywhere and edit it on any device using the word web app let me show you here is a document that I'm working on with to my colleagues ideally we would all sit down in the same room and work on it together but since we're not all physically in the same place we're going to co-author this document remotely online to cool author a document with others you need to save the document to a onedrive or SharePoint folder click file save and then select the location here I'll select my onedrive business folder this way the document is saved to the cloud but I also have a local copy of the documents synchronized on my laptop so that I can work on it even when I'm offline hi I'm so sorry to interrupt I just wanted to let you know that if you're annoyed by the ads in this video you can access our tutorials ad free by getting a subscription to business productivity com we're signing off for one of our many courses on platforms such as udemy cyber you and a Vimeo on demand I also wanted to take this opportunity to tell you a bit more about story OHS stories which stands for story based tutorials is our video package offering for organizations that will increase employee productivity using office 365 with story OHS organizations can inspire motivate and educate users on effective use of office 365 by showcasing real-life best practices finally I want to encourage you to subscribe to our YouTube channels business productivity and story oles here you will also find my video blog succeed in the digital workplace as well as other videos that can have increase your productivity if you have any questions or comments please post them here and I'll do my very best to get back to you with that let's go back to the tutorial thank you for watching next you need to share the document with the people you want to co-author the document with click share and then invite people here I'll add Nora and Jacob whom I'm working on the document with you can decide if they should have read-only access or editing access to co-author the document they need to have editing rights so leave the default which is can edit here I'll write a personalized message that will be included in the email to start sharing click share an email is sent out with a link to the document here you can see that the document has been successfully shared with Jacob and Nora I'll click back to go back to my documents when you say the document to share location you can see that the Save icon looks a bit different by clicking the Save button not only do you save your own changes you also refresh the document and synchronize any changes that other authors might have done to the document when multiple people are working on the same document it's very useful to use version control so that you can roll back to an earlier version of the document if you want to version control is turned on by default on this SharePoint document library to check the version settings in SharePoint click the file tab at the bottom right corner of the info section click open file location' now the SharePoint document library opens up in my browser to check the versioning settings click library library settings and then versioning settings here you can see that version control is turned on and that major versions are being saved automatically for this document library you can also see that check-out is not required since we want multiple people to be able to edit the document at the same time I'll click counsel here and close down the library settings and go back to the document let's switch over to Nora to see what this looks like for her Nora is traveling she's logged in to office 365 via the browser on a temporary computer he or she sees the email with a link to the document she clicks the link to open up the document the document opens up in the browser using the web app word online to edit the document she clicks edit document and selects to edit in word online the document opens up with editing tools activated in the browser she gets a notification that I'm currently editing the document at the same time Jacob opens up the link to the document in the browser on his iPad he selects to edit the document using word the document opens up and now he can edit the document on his iPad using the word app for iPad when I refreshed the document in Word I get a notification that two other authors are editing the document if I click the little people icon in the status bar I can see that both Nora and Jacob are editing the document I can see from there green color status that they're online and available using the real-time communication platform link using a real-time communication platform like Lync or Skype you can easily communicate with your co-authors when I hover over Nora's name the link quick bar opens up and here I can easily select between different ways of communicating with her here I'll click the instant message icon and send a message to Nora asking her to write a hundred word introduction I can immediately see from Nora's reply that she's okay with that now I want to send a message to Jacob as well so to include him into the conversation I'll click the participant icon and then invite more people all right Jacob's name I select to add him to the conversation as well now I can send a message to both of them asking if they can make the deadline by 12:00 p.m. I'm happy to see from their responses that they're both okay with a deadline I'll thank them and then minimize the Ling communication window let's see what happens when Nora starts writing texts into the document you can see Norris green in the top right corner as soon as Nora starts editing the text I can see in my document that the paragraph is marked with a grey line and her name the section is locked for editing so when I try to change something I get a message that modifications are not allowed since the section is locked to the right in the status bar I can see that updates are available I'm also notified that updates are available if I hover over the lock section if I scroll down a bit I can see the Jacobs editing another section of the paragraph but there are no updates available yet to update the document click the Save button I get a message telling me that changes are marked with green overlay the green color is only shown momentarily to highlight the changes made by other authors it does not appear when you print the document and the next time the document is saved it disappears here I can clearly see the changes that Nora has made to the document after a while I can see in the status bar that more updates are available so I'll click the Save button again to refresh the documents here I'll mark the option not to show the information window again and click OK the green color from Nora's section disappears while the section Jacob has been editing is highlighted even though it's unlikely multiple people might start editing the same section at the exact same time or someone might work on the section while they're offline let's see how word manages these situations I'll go to the very end of the document by pressing ctrl + on my keyboard now I'll start adding some text to the closing paragraph in the top right corner you can see Nora screen I think same time as I'm editing the closing text Nora is making changes to the same section since Nora is using word online her changes are made to the server document immediately when I save the document I get a notification that my changes conflict with updates made by someone else as you can see my document has been updated with the changes Nora has made to the document but her text has mixed with mine I'll click resolve to manage this conflict when you click resolve the conflict tab opens up here word attracts the changes and that can select accept or reject the changes are made in some instances I prefer the word ignore has used so I'll reject what I wrote and keep her text in other places I want to keep my text so I'll walk through the paragraph resolving the conflict in text when I'm happy with the changes I'll click Save and close you and then close the conflicts tab I'll click Save again and this time my changes are saved to the server copy without any warnings now I've gone through the entire document and I'm happy about the changes we're made together as a team if however I need to go back to a previous version of this document I can always do that thanks to the version control to see earlier versions of the documents click file manage versions and then refresh server version list to make sure you have all of the latest versions mark the version you want to open here I'll open the very first document I first uploaded to the server to restore this version click restore but in this case I'm very happy with a current version so I'll just close down this version and go back to the current version of the document by working on this document together as a team and co-authoring it from various locations and devices we were able to successfully meet our deadline you

Leave a Reply

Your email address will not be published. Required fields are marked *