Even after learning the differences between Office Home and Student vs. Office Pro Plus and finding out which one’s for you, there is still one thing you do regularly using your Office programs. You still name your Word doc with “filename-Final-Final.docx.”
This happens when you and another teammate collaborate on a project or when another client updates. You start out by writing a draft, sending the file via email, and then another person edits it. Then, chaos ensues with so many copies of the document with names like “final edit, final, last edit” and more!
When you learn how to collaborate in Microsoft Office, you unlearn these habits from the early 2000s that are still used today. The Office updates are sitting right in front of you, and they are not that visible, so here’s a guide to help you find and use them.
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The Mindset Shift: From “Sending Files” to “Sharing Links”
When you have a file on your desktop, you cannot collaborate on editing the file with other users. That’s just how it is made. Now, the second you send that copy to your Outlook or other email platforms, you are just creating a copy. So, when your colleague sends it back, both of you now have your own versions and copies of the document, and this is how projects get complicated.
Collaborations happen with the help of the cloud, and with OneDrive or SharePoint, both of you (or your whole team) can collaborate in real time. All of you are looking at and can edit the exact same file. If you love Google Docs but want Microsoft’s security, this is exactly how it is. Once you get used to these features, you can lean on Microsoft Office to create documents and files with your team.
The Golden Rule: If It’s Not in the Cloud, It’s Not Collaborative
How would you know if the file is not ready for collaboration? It is when the Co-Authoring button is gray. Just like what you see on your Windows apps, when something is gray, it means the Windows is inactive, but for this scenario, it means your file is local.
To start your lesson in learning how to collaborate in Microsoft Office, step 1 is to move the file from your local folder into your OneDrive. This is not only applicable to Word documents but also to your Excel sheets and your PowerPoint deck. If you are using a company device, you need to use SharePoint.
Once your files sync with your OneDrive, your team can see and type in real time. You can read their comments and apply changes right away. Without your OneDrive cloud access, you are literally just sending and receiving files while having plenty of copies of that one file.
Mastering Word: It’s Not Just Typing Together
Word is one of the most utilized Office programs, and you don’t just type words into it; you can add images, format the whole page, and even use it as a sample for your blog. If you need to collaborate with other people, you can use the real-time co-authoring feature in Word.
People you have shared the document with can type and even use the Comments pane to tag users and tell them what needs to be updated in the file. They can reply fast, and you can respond immediately. It’s like a chatroom, but keeps your file clean. What if you accidentally removed a section or didn’t like the updates? Before you let anyone edit the file, ensure to enable Track Changes.
You are not only reapplying past changes, but you can also track which ones have been updated and update the file. This forms trust with colleagues using a shared document, and you know who deserves the praise when it comes to promotion. It also helps you know when and why changes are made.
Excel: The Scariest (But Most Powerful) Collab Tool
Excel is one of the most important Office programs in a work setting. Have you ever had someone tell you not to touch their formulas or cells? Or were you the one saying it? If you want to collaborate with other users, you can use the Share button to send a link to another member. Then, in the comments pane, @mention your colleague’s name is something that requires updating.
The other user gets an email and a notification. This way, updates are made instantly. Sometimes, the final updates come in, and everyone’s happy with their collaboration. It’s time to lock the file to prevent further updates from another team member. Go to the Protect Sheet function to lock down the updates you have made. This way, users won’t be able to accidentally break any formulas or details within your spreadsheet.
PowerPoint: Stop the “Deck of Doom”
PowerPoint covers the presentation of your data to clients, customers, and even your boss. Although collaboration for PowerPoint decks is allowed, it may become a disaster if done wrong. Think about misaligned logos and texts going outside the deck.
The Share feature is still available on PowerPoint, but for professional use, let one user build the whole slideshow and let others write their comments. If they want to edit, use the Suggesting mode so everyone can see the before and after versions live.
The Hub: Teams, SharePoint, and e-learning platforms and systems
Now that you know how to collaborate with other users in Word, PowerPoint, and Excel, how about the tools and programs you use for work? When your company uses Teams for communication, you have SharePoint automatically.
Teams has a lot of functions that you probably have not used before, and one of them is the Files tab. You can send your file there, and everyone in the channel can reference the file, and you can still use the collaboration functions mentioned above. This is exactly how modern e-learning platforms and systems operate as well.
Stop Hoarding Files and Start Learning How to Collaborate in Microsoft Office
Learning how to collaborate in Microsoft Office is not just about memorizing the features, but also about upgrading your MS Office habits. You may have accidentally sent the wrong files to your client or professor before while having a bunch of “final” file copies on your desktop or folder. That can either break you or have a good laugh with your teacher, but in the work setting, it’s an important matter.
Start sharing your file links and editing documents fast to send files before or on deadline. Getting to know how to collaborate in Microsoft Office can feel strange in the first few weeks, but once you get used to the habit, it makes everything easy and safe.
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