Join David Rivers for an in-depth discussion in this video Collaborating on a document in real time, part of Office 2016 and Office 365 New Features.
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- One of the greatest new features here in Word 2016 is the ability to not only share your documents with others, but collaborate on them at the same time. In other words, two or more people can be editing the same document simultaneously and you'll even be able to see who's editing and where. That's what we're going to explore right now with our Press Release document we shared in the previous movie. You can see over here in my Share pane with it opened up. I shared with Karen Leslie who can edit. It doesn't mean that she is editing at this time, it just means I sent out the invitation to allow her to edit this document.
Let's go see what it looks like to be Karen. Here she is in her email program. She receives the message from David Rivers, I shared "Press_release.docx" with you in OneDrive. Clicking this link opens up the message and there's the link to the Press Release document. So she gives it a click and it opens up a new tab in her browser and takes her to Word Online. Now, in Word Online she can view this document and if she wants to edit the document, she can go to the Edit drop down and if she has Microsoft Word installed on her computer, she can use the full functionality of Microsoft Word by clicking Edit in Word.
If she doesn't, no problem. She can still Edit in Word Online right here in her browser. That's what I'm clicking now. So it will open up the document in Word Online. It's a limited functionality. You'll notice that we're missing the logo, but it does tell her that David Rivers is editing the document at the same time and as she scrolls through the document, she can start making changes like this date for example. So, Karen clicks and drags over January 2014 and types in August 2015 like so, and she can view the rest of the document making changes along the way.
Now if I switch back to the original environment, here as David Rivers, you can see that things are starting to happen. Karen Leslie is editing the document and this little dialogue opens up prompting me to choose whether or not I want to be able to see the little flags so I can see changes as they're happening. I get to choose Yes or No from here. I do want to see the changes as they're happening. I'm going to deselect the Don't ask me again check box. But if you like this feature where you get to see them changing as they happen, you can choose Yes and leave that checked off so you never see this prompt again.
It just automatically happens going forward. I'm going to click Yes and you can see the little flag that shows up over here on the right hand side and there's the change happening, August 2015, and I can also see here in the Share pane that Karen Leslie is editing in real-time now as I'm editing also. I'm going to go in here and change San Francisco to Sacramento, for example, like so. So we're both editing the document at the same time thanks to real-time editing.
Little flags will show up showing me the name of the person who's making the changes and where they're happening over here. That's where she left off, clicking down here. But as I switch over to Karen now, who might want to make other changes, she can see where my cursor is right here. There's David Rivers the flag. So if she clicks up here and changes August 2015, for example, to something else, just by clicking there, I'm automatically going to know where she's working. Look how the flag is moved next to the date here in the document itself.
That's the beauty of real-time editing, a new feature here in Word 2016 that is really going to help when it comes to collaborating with others on documents simultaneously.