With Office Online it’s easy to work with others because you can send links to documents instead of sending file attachments. That saves on e-mail storage and prevents you from having to reconcile multiple versions of the same document.
To send a link, click Share at the top of the Office Online program window:
When your friends click the link you send, the document opens in their browser.
To edit, they click the command for editing in the Office Online program.
You can all work at the same time. There’s no waiting for others to get out of the document before you can get in.
To get started, store your document on OneDrive
Upload your documents to OneDrive, and then share them
Work with others in Word Online
When you are editing a document in Word Online you might see notification that others are working in the document too. There is no special co-authoring mode and no command to begin working together on a document. You edit in Word Online as you normally would, and if others are also editing the document, Word Online alerts you to their presence, and shows you the paragraph they’re working on.
When you save the document, Word Online notifies the other authors that the document has been updated.
When they save the document they will see your changes, and their changes are available for you to see. By refreshing the document every time you save it, you control when you see the updates. This allows you to work with minimal interruption, even though others are working in the document with you.
People can be working in Word Online, Word 2010 or later, or Word for Mac 2011.
For details, see Work together on a document in Word Online.
Work with others in Excel Online
If you make your workbook available for others to edit, your friends can work on the workbook at the same time as you. This works well for workbooks where you are collecting information from a group of people, such as a list of information or a group project. No more e-mailing a list around.
While you are editing the workbook, Excel Online shows you whether others are also working on the workbook.
- Everyone works in the Office Online program; if someone opens the workbook in the Excel desktop application, the workbook can’t be edited in the Office Online program until it’s closed again in Excel.
- Because Excel Online automatically saves everyone’s changes, the Undo and Redo commands might not work the way you expect.
- Also, when one person changes the sort order or filters data, the view changes for everyone who is editing the workbook. So, be mindful of sorting and filtering while others are in the workbook.
Work with others in PowerPoint Online
Team presentations and school projects: you can work on them together in PowerPoint Online. When more than one person is editing a presentation at the same time, you see their names in the status bar at the bottom of the Office Online program window:
You and your colleagues will see each other’s changes immediately, and PowerPoint Online saves the presentation automatically.
People can be working in PowerPoint Online, PowerPoint 2010 or later, or PowerPoint for Mac 2011. However, for best results we recommend that everyone be working in either PowerPoint Online (where changes are saved automatically) or the PowerPoint desktop applications (where everyone saves the presentation periodically).
Work with others in OneNote Online
If you make your notebook available for other people to edit, your friends can work on the notebook at the same time as you. This works well for notebooks where you are collecting information from a group of people, such as a brainstorming session or a group project. The notebook functions like a wiki where everyone contributes. You can see who did what, and you can revert a page back to a previous version if necessary.
If you or other people have OneNote 2010 or later, you can work in the OneNote desktop and mobile applications while other people are working on the same notebook in OneNote Online. You can share the notebook in OneDrive, just like Excel, Word, and PowerPoint documents, but you can also share the notebook in OneNote 2010 or later.
- Click the File tab, and on the Info tab, click Invite people to this notebook, under the name of the notebook.