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Coauthoring documents with SharePoint

From: Word 2010 Essential Training

Video: Coauthoring documents with SharePoint

If you work on Word documents with others and your organization uses SharePoint, Co-Authoring will forever change the way you collaborate in Word. We use e-mail to collaborate on documents everyday. I create a document, send it to you using e-mail as an attachment. You make some changes and return it by e-mail. If there is just the two of us and we have plenty of time, e-mail is an acceptable collaboration platform. But when you and I are working on a document with several other people, and we are on a tight deadline, e-mail is more of a hindrance than a help.

Coauthoring documents with SharePoint

If you work on Word documents with others and your organization uses SharePoint, Co-Authoring will forever change the way you collaborate in Word. We use e-mail to collaborate on documents everyday. I create a document, send it to you using e-mail as an attachment. You make some changes and return it by e-mail. If there is just the two of us and we have plenty of time, e-mail is an acceptable collaboration platform. But when you and I are working on a document with several other people, and we are on a tight deadline, e-mail is more of a hindrance than a help.

Every e-mail creates a new copy of the document. It's not always clear who has the most current version, or whether it's my turn to edit. With SharePoint, we can both edit at the same time. It would be great if we could all edit the document together. We've already seen how to save a document on the SharePoint site. We could open this Co-authoring document, either from the site by choosing Edit in Microsoft Word, or we could return to Word, go Backstage and either open a recent copy of a document saved to SharePoint, or open the SharePoint directly and open the document from our Recent Places list.

With Word's simultaneous editing, also called Co-authoring, two or more people can edit a document at the same time. Nick and I are both reviewing the employee handbook. We are working in different locations. But sometimes we'll end up editing at the same time. With the Word 2010, I'm notified when someone else begins editing in a document that I already have opened for editing. A bubble appears that tells me that someone else is editing the document. I can click in the Status bar on the icon that shows multiple editors.

It shows me that there are two authors working on this document right now. I can turn on the Navigation Pane and actually see where Nick is working on the document. Because I've used Styles in this document, the Navigation Pane shows me each of the document sections, that's a heading one or heading two. This is yet another great reason to use Styles. I can see there is a small icon that shows me that Nick is editing right here. If I click that section, it's even more specific. Word uses paragraph locking to prevent Nick and I from changing each others' work accidentally.

The paragraph that Nick is editing right now is locked so that only Nick can edit it. A paragraph that I am editing is locked so that only I can edit it. Whenever Nick makes a change, a bubble pops up to show me that there's another section that he's changed. Updates available may also appear in the Status bar, so I would know that changes have been made. When I save my document, I am going to see the changes that Nick made. Note that the Save icon has changed to a Save and Refresh icon that shows me that there are multiple authors.

So, after I save, my document will be updated with any changes Nick has saved. A dialog box appears to tell me that my document has been refreshed. But more importantly, Nick's two most recent changes are highlighted onscreen so that I can see them. I know exactly what changes he's working on. I just work on this document as I normally would, avoiding the areas where Nick's working, making the changes that I need to make.

On his screen, I'm confident that he is seeing that I'm updating things as we go along. With Co-authoring, whenever I open a document, I can see how many other people are working on it, where they are working in the document, and I am going to work on the document in the same way I normally would, perhaps saving changes more frequently than I would if I were working alone so that my co-authors receive regular updates. They'll only see this kind of highlighting if I've already saved my changes. You actually don't need to work with others to use this feature.

You can collaborate with yourself. If you open the same document on more than one computer at the same time, Word will treat you and you as co-authors, weird but true. Co-Authoring is a powerful new feature that is wicked easy to use. Simply save the document you want to collaborate on in SharePoint and work as you normally do. Word 2010 does the rest.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 56660 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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