How to get started Coauthoring in Office

What is Coauthoring?

teamworkIn years past—and for many people still today—coauthoring has involved sharing multiple copies of a file and then selecting one person to manually merge all edits and changes into one master document. Or maybe it involved scheduling times that everyone could work on a file individually to ensure no overlap of saved changes. Or perhaps you simply forwarded the single master copy to each individual contributor, one-by-one, until everyone has inserted their contributions. If you have ever participated in any of these processes, or something similar to co-authoring a document, you know how frustrating it can be to coordinate and get the result you were looking for.

Coauthoring means you can jointly create content, but there should be an easier way to do it than how it has been done in the past. As it turns out, with Office 365, there is an easier way to coauthor. Gone are the days of taking less than ideal solutions to create a square process to fit a round problem.

First things first!

To coauthor in Office 365 means to share a document that can be edited anytime and anywhere, regardless of who else is, or is not, working on that document at the same time. Although there is a detailed description here on how to use Office 365 to coauthor, getting started is as easy as 1-2-3:

  1. Post a Word, Excel, or PowerPoint document to a OneDrive share, or to a SharePoint site at your company.
  2. Share the file using the “Share” icon:
    1. It will ask for email addresses of those you wish to share with.
  3. Open the file and start working together!

After you chose who to Share the document with, click on the link in the invite to open the file. Office will then prompt the user by asking them whether they want to automatically share their changes as they are made. All collaborators will be able to see real-time edits from each person who chooses to share their changes. Each person working in the document will be assigned a different colored flag, and as they type, their flag will show exactly where they are working the document.

Office 365 manages all tracking, version controls, and notifications.

It really is that easy!

Bonus Capabilities!

There are additional unique productivity features available within Office 365. A few examples include:

  1. Word alerts you when people enter or leave the document.
  2. Skype for Business lets you chat with people working on the document in real-time, right from within the document.
  3. Use the activity pane to see a complete list of changes made to date.
  4. The activity pane provides access to earlier versions of the file.

Coauthoring is just one of many value-add services available for Office 365 subscribers. I would love the opportunity to sit down with you and discuss your business needs, challenges, and objectives to map out some cost-effective and impactful solutions to help your business. You can contact us using any of the listed contact information below or visit our Office 365 web page. Thank you!

Sales Team - [email protected]


Jonathan Smoot

Jonathan Smoot

Managing Director

Jonathan Smoot is CEO and President of cloud services provider Equal Core Networks LLC. Jonathan is an MCSA Cloud Platform in addition to holding certification on VMware and ITIL. He as a Premier member with CompTIA and in his spare time he enjoys cycling, reading, following his beloved Lakers and spending time with his family.