Last semester, I had this project that I needed to do together with a few friends of mine and you know just like any other project…
It needed to be typed out on Microsoft Word.
But here’s the funny thing:
Since we needed to work together, all of us decided to take up a specific portion of that paper to focus on, which in that way we can do it faster.
But none of us knew about the fact that we could share our documents that we all wrote on Microsoft Word (since we were all were too used to writing our own paper)
So what did we do?
We kept spamming our WhatsApp group with edits of each of our documents until we ourselves couldn’t even tell our own docs that we’ve edited.
It was hilarious. (and it took like an entire sleepless night to finish it all up).
But I must say it was a productive experience: learning how to share and collaborate on a Word Doc with others the right way.
Because you might never know when you’ll actually need it, and at the most unlikeliest times, whether if you’re a student, a teacher, a manager, or a CEO, both you and I, it is essential that we fully understand and practice how to share a document and collaborate on it with our team members efficiently. (and spamming the Slack or WhatsApp group is by no means the way to go about our work).
I’ll show you with this guide on how to share Word Doc with others and collaborate. 🙂
What you’re going to need
• a Microsoft OneDrive account
For you to share or collaborate on a Word document, you’re going to need to save your documents across the cloud.
Creating your very own Cloud
Now the cloud is not something to be feared.
It is in fact relatively simple. 🙂
Step 1: So first create your OneDrive account within your Microsoft account. (it is the ticket to your cloud)
Step 2: Once you’ve created and set up your OneDrive account, make sure to login into your Microsoft account within your Word.
Alright. Let’s get the rest of this shit done.
How to Share Word Doc with Others and Collaborate: 10 Steps
Step 1: Done setting up your OneDrive with your Word? Great! Now go ahead and tap on Share which is to your top right hand corner.
Make sure before you share your document that you to turn on Track Changes (it’s under your Review tab at the top) so that you can keep track of all the changes being made to the document. (I’ll tell you why you are going to need this later)
Step 2: Now you will see a pane to your right hand side on the screen. Tap on Save to Cloud, this will save your document to the cloud.
Step 3: Done saving to your cloud? Alright. Now you will see a Save As screen, just make sure that your document is actually set on saving to OneDrive (your cloud) and give your document a name and save it.
Step 4: You just uploaded your document to your cloud! Awesome work. Now let’s share your document with your friends. To do that, head back over to your Share window. Here’s where you can invite people you want to join. All you have to do is just add your friends’ email and whether they have the permission to edit or view the document (you can also add a message too).
Step 5: Now for your friends on the receiving end, they’ll receive an email with a link to your document. When they click on your link, they’ll be able to edit your document.
The great thing about this is they don’t need to have Word or a OneDrive account (but they do need a Microsoft account). They’ll be able to open up the document in their own browser itself and the document automatically saves itself. If you want to see what they see on that browser, you can tap on Edit in Browser. 🙂
Step 6: So kind of like a real life group work, let’s all come together and see how each of your friends are doing. So tap on Edit in Browser.
Step 7: Next you’ll see a message saying that your friends are editing and whether if you want to see automatically what changes they are making. Tap Yes.
In order for you to actually see the changes your friends have made each time, you’re going to need to Save the document each time as well.
Step 8: You can check if there’s any updates that your friends have made by heading over to your File and then you’ll see a message on your Info tab whether there is Document Updates Available.
Step 9: Alright. Next tap on Save your document and you will see a green header saying that there are updates available on your document by your friends.
Step 10: You’re almost there! Now all you have to do is tap on OK and you can go through all the updates which are in that turquoise color from your friends.
Again like I said above, if you want to see new incoming updates you are going to need tap on Save each time as well.
Step 11: Now remember when you turned on Track Changes in Step 1? Yeah, this is where it comes into play. You see whenever your friends edits something you see the edits in turqoise right? But you can’t tell if they have deleted any part of the document. When you enable Track Changes you can tell if they did delete any part of the document. That’s why it’s important that you enable Track Changes in your document. To see what your friends have deleted from the document tap on that red slash-like line.
That’s it, just give it a few practice rounds and you’ll do great! 🙂
Share this guide with your family and of course your friends because learning how to share and collaborate on a Word Doc is like learning how to swim. You’ll never know when you actually going to need it especially when you realize how much we both rely on Word these days for everything. 🙂