Co-author your documents in Microsoft 365 apps

Introduction

This tutorial provides a step-by-step guide on how to co-author documents using Microsoft 365 apps. Co-authoring allows multiple users to collaborate in real-time on the same document, enhancing productivity and teamwork. This feature is particularly useful for small businesses looking to streamline their workflows.

Step 1: Share Your Document

To start collaborating on a document, you first need to share it with your team.

1. Open the document in a Microsoft 365 app (such as Word, Excel, or PowerPoint).
2. Click on the "Share" button, typically located in the upper right corner.
3. Choose how you want to share the document:
   • Email: Enter the email addresses of your collaborators.
   • Link Sharing: Generate a link that you can copy and send.
4. Set permissions for collaborators:
   • Can edit: Allows others to make changes.
   • Can view: Others can only view the document.

Step 2: Collaborate in Real-Time

Once the document is shared, you and your collaborators can work together simultaneously.

1. Open the shared document.
2. Look for indicators showing who else is currently editing the file. You will see their names or initials in the document.
3. As changes are made, they will appear in real-time. This allows you to see edits and updates instantly.
4. Use comments to communicate specific ideas or feedback within the document:
   • Highlight the text you want to comment on.
   • Right-click and select “New Comment” or use the comment option in the toolbar.
   • Type your comment and hit "Enter."

Step 3: Manage Changes and Track Revisions

To ensure smooth collaboration, it's important to manage changes effectively.

1. Use the "Version History" feature to track changes made to the document:
   • Click on "File" and select "Info."
   • Choose "Version History" to view previous versions of the document.
2. To restore an earlier version, simply select it and click "Restore."
3. Encourage collaborators to resolve comments and make clear changes to avoid confusion.

Step 4: Finalize Your Document

After collaborating, it's time to finalize your document.

1. Review all comments and changes made by collaborators.
2. Accept or reject changes as necessary.
3. Ensure the document meets your standards and is ready for distribution.
4. Save your final version and share it with your team or stakeholders as needed.

Conclusion

Co-authoring in Microsoft 365 is a powerful way to enhance collaboration within your team. By sharing documents, working in real-time, managing changes, and finalizing the document efficiently, you can improve productivity and ensure everyone is on the same page. For additional resources and support for small businesses, visit the Microsoft 365 help and learning hub.