This video shows how to edit and co-author files that you’ve stored on OneDrive or SharePoint, or files that have been shared with you from OneDrive or SharePoint. Co-authoring is when two or more people open and edit the same file at the same time on completely different computers.
- [Narrator] In this movie, I want to see how we can edit and co author files that you've stored on OneDrive or SharePoint, or files that have been shared with you from OneDrive or SharePoint. Co authoring is when two or more people open and edit the same file at the same time, on completely different computers, and I want to start with a few rules. First, you can only edit or co author files on SharePoint or OneDrive if they are Microsoft Word, PowerPoint, or Excel documents. You cannot co author PDF or an image file, or any other files other than Word, PowerPoint, or Excel.
You can share notebooks from OneNote, and collaborate on those in real time, but that's a little bit of a different work flow, and we'll talk about that in another movie. Okay, second rule, to edit a document online or co author a document, it has to be stored on OneDrive or SharePoint. This can be a OneDrive personal account, or OneDrive for business. It can be any of your SharePoint groups, but it has to be stored in one of those locations first. Since the interface is the same for both SharePoint and OneDrive, I want to start by doing this in OneDrive.
I already have my OneDrive open here, and I've got this employee handbook document that I want to work with. So if you want to just open up a file to see it from OneDrive or SharePoint you can just click on the name of the file, and for most files it will open up and it will give you a preview. That's going to work for PDF files, pictures, lots of different files can be displayed like this. Now, not all files can be displayed. Some files you'll just need to download before you can do anything with them. Now I also want to point out this is a Word document, so I also have this edit button up here at the top, and if I click on it it's actually a menu, and again, that's only going to be there for Word, Excel, and PowerPoint files.
But if I click on that you can see I have the option to either edit this in the full version of the Word application on my computer, if I have that installed, or I can use the web based version of Word. The web based version of Word does not have all of the features of the desktop application, but if you're working on a computer that does not have the desktop application installed, this is a great option. Also, when you co author, I find that the web version responds faster with a little less lag, and of course, if you open up a PowerPoint file or an Excel file, then you'll see the options for Excel online or PowerPoint online.
So let's start by opening this up in the full desktop version of Word. So I'll choose edit in Word. It will give me a message asking me to confirm that it's okay to link my OneDrive with the Word application. So I'll click yes. It will launch Microsoft Word, and now I've got that document open here, and this document is not on the hard drive on my computer. It's on OneDrive. But still, I can go through here and make changes. Let's change this revision date. I'm going to change this to March 22, and all I need to do is hit save.
So I'm going to hit the save button in the quick access tool bar, and it saves those changes to the file on my OneDrive, and when I'm finished, I can close this. I still have this window open here on my OneDrive page. I'm going to close that, and now I'm back on OneDrive where I'm looking at a preview of that file, and if I scroll through this preview I do not see the change that I just made, but if I reload this page so that it's looking at the most recently saved version of this file, I do see the change that I just made. So I can edit Office files stored directly on OneDrive or SharePoint, but of course we can also do some co authoring.
So let me close this. When you're co authoring two or more people will open and edit the document at the same time. So think about how that might happen. I'm here on a SharePoint group, and there are four members of this SharePoint group. Any of the members of this SharePoint group can simply go to the document library and open the same file at the same time. Or, if you share a file, either from SharePoint or OneDrive, or I somebody shares a file with you, both the owner of the file and the person they shared it with can potentially open it at the same time.
So as an example, Stewart shared a file with me before I started recording. So let me go over to my mail. So I'm going to go to Outlook on the web. Here in my inbox I want to scroll through and find this email message from Stewart, from when he shared that document with me, and I'm going to click on the link to open up that document. And we saw this in another movie. We opened up that shared file, and I can view it here. But now we know if it is a Word, PowerPoint, or Excel file, I also have the edit option up here at the top.
So I can open up that menu, and in this case, I'm going to choose edit in browser, and this is going to work fine in either location, but I want to see both of them at work. So let's choose to edit this in the browser. So now I'm in the online version of Word, which looks really similar to the desktop version of Word, and I can scroll through here and I can make some changes. So maybe I want to delete a word here. I can place my cursor and I can delete that word, and I can make any standard change that I might make in a document like this.
So I'm editing the document, but Stewart can also edit it, or anybody else he shared the file with for that matter. So in a moment on a completely separate computer, Stewart will open up and start editing this document as well. And on my screen, I'll see a little notification, telling me that Stewart is now editing this document. Also up here at the top I can see this message that says Stewart is editing the document. There's also a chat button. So I could click on that, and we get a little chat pod, so we can send messages back and forth as we're editing.
But for now I'm just going to close that. So in the document, Stewart is represented by this green cursor. Each of the other people editing the file will have a different colored cursor, and you can have several people editing at the same time. So Stewart might want to go through here and make a change. So as Stewart makes his changes, I can see what he's typing, and I can see his cursor identifying the work that he's doing. And because we're editing in the Word online tool, whatever changes we make will automatically be saved, and I can see up here at the top it says those changes have been saved.
So when you're finished you can just close this browser tab. So in a moment Stewart will close this document, and I see a message telling me that he is no longer editing the document, and since we're both finished I can close this tab. We're finished editing that file, and we're back here in my mail. So that's co authoring. Multiple people editing a document at the same time. We can all see the changes made by each of the other people, and those changes will be saved to the same document. Now there's one last really useful feature that I want to talk about here.
Remember, I can store Office documents on SharePoint and OneDrive. I can organize them and I can even edit them using the Office online apps, and I can also create new Office documents right there. So let's close mail, and here I am back in SharePoint, and again, the interface is pretty much the same in SharePoint or on OneDrive. If I go up to the top of the file list there's this new button. Click on that, it opens a menu where I can make a new folder, or I can make a new Word, Excel, or PowerPoint document right here using the online versions of those applications.
So let's make a new Word document. It's going to open it up in Word online. I can see the name of the document is simply document, but I want to click on that and change it. So I'm going to call this staff memo. Click outside of that box and that name has been set, and then I can type in some text here. And I'll just stop there. I see up here at the top it says that it is saving, and now it is saved, so I know that my changes have automatically been saved. So if I'm finished I can close this tab.
But let's be careful here. When I created this document, it did not open a new tab. So I want to make sure I stay in my SharePoint. So instead of just closing the tab, I could hit the back button here, and that just takes me back to my file list here in SharePoint. So I do not see that document here, but if I hit reload, now I do see that file that I just created and was automatically saved here in my SharePoint group. And of course I could open that up, and other users can open it up at the same time, and we could do some co authoring.
So if you've already embraced OneDrive or SharePoint, and the sharing features you have there, then editing and co authoring documents is really straightforward. So we're definitely leaning on some information covered earlier in this course, but from here you should be able to share, edit, and co author documents in Office 365.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams