SharePoint (Modern Sites) - Work together on the same document Tutorial

Learn to collaborate effectively on a SharePoint document and discover how to work smoothly as a team. Explore sharing features, simultaneous editing, and change tracking for optimal collaboration.

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Available in Microsoft365

Objectifs :

Understand how to collaboratively work on documents using Microsoft SharePoint, including real-time editing, version history, and user identification.

Chapitres :

Introduction to Collaborative Document Editing
In today's digital workspace, collaboration is key. This section introduces the concept of collaborative document editing using Microsoft SharePoint, highlighting its importance in team projects.
Accessing Documents in SharePoint
To begin working on a project, such as the Yosemite project, users can access the SharePoint library. By simply left-clicking on a document, it opens online, allowing for immediate editing. The system automatically saves all changes, ensuring that no work is lost.
Simultaneous Document Access
One of the standout features of SharePoint is the ability for multiple users to open and edit the same document simultaneously. For instance, if one colleague, Amory, opens the document in dark theme, and another, Steven, opens it in light theme, both can see each other's presence in the document.
Identifying Collaborators
Users can easily identify who else is working on the document. By clicking on a colleague's profile picture, they can view their location within the document. This feature enhances collaboration by allowing team members to coordinate their efforts effectively.
Real-Time Updates
As changes are made by one user, such as Steven, those changes are reflected in real-time for all users. If Amory decides to make edits simultaneously, those updates are also visible to Steven immediately. This ensures that everyone is working on the most current version of the document.
Version History for Error Management
In the event of mistakes or unwanted changes, SharePoint provides a version history feature. This allows users to revert to previous versions of the document, ensuring that any significant errors can be corrected without losing valuable work.
Conclusion
Microsoft SharePoint facilitates seamless collaboration on documents, whether in Excel, Word, or PowerPoint. By enabling real-time editing and providing tools for user identification and version control, it enhances teamwork and productivity in any project.

FAQ :

What is Microsoft SharePoint used for?

Microsoft SharePoint is used for collaboration, document management, and storage, allowing teams to work together on projects and share information efficiently.

Can multiple users edit a document in SharePoint at the same time?

Yes, SharePoint allows multiple users to edit a document simultaneously, with real-time updates reflecting changes made by each user.

How can I revert to a previous version of a document in SharePoint?

You can revert to a previous version of a document by accessing the version history feature in SharePoint, which lists all changes made to the document.

What are the benefits of using a dark theme in applications?

The dark theme can reduce eye strain, especially in low-light conditions, and can also save battery life on devices with OLED screens.

What happens if two users make conflicting changes to a document?

SharePoint manages real-time collaboration by updating the document for all users, but if conflicts arise, users may need to resolve them manually.

Quelques cas d'usages :

Collaborative Project Management

Teams can use SharePoint to collaboratively manage projects by working on shared documents, tracking changes, and maintaining a single version of project files, which enhances communication and efficiency.

Real-Time Document Editing

In a scenario where a team is drafting a contract, multiple members can edit the document in real-time, ensuring that all input is captured immediately and reducing the time spent on revisions.

Version Control in Legal Documents

Legal teams can utilize SharePoint's version history feature to track changes in contracts and agreements, allowing them to revert to previous versions if necessary, which is crucial for compliance and accuracy.

Training and Onboarding

New employees can be onboarded using SharePoint by accessing shared training documents that multiple trainers can update simultaneously, ensuring that all information is current and accurate.

Remote Team Collaboration

Remote teams can leverage SharePoint to collaborate on documents from different locations, ensuring that everyone has access to the latest information and can contribute effectively, regardless of their physical location.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to store, organize, share, and access information from any device.

Document Collaboration

The process of multiple users working on the same document simultaneously, allowing for real-time updates and changes.

Version History

A feature in document management systems that tracks changes made to a document over time, allowing users to revert to previous versions if necessary.

Dark Theme

A user interface option that uses a dark color palette for backgrounds and elements, which can reduce eye strain in low-light environments.

Light Theme

A user interface option that uses a light color palette for backgrounds and elements, providing a bright and clear display.

Cursor

A movable indicator on a computer screen that shows the user's current position for input or interaction.

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I have been put in charge of the

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project called Yosemite and I am

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tacked to write today a contract

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agreement for one of our clients.

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To do so I'm going to go ahead to the

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SharePoint library and simply left

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click document to open it online.

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I can start working on it,

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everything is being saved automatically.

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But what will happen if one of my colleagues

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opened the document at the same time?

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Let's take a look.

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As we can see right here, we have the same

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document opened twice at the same time.

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On the left,

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my colleague Amory has opened it.

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He's using the dark theme.

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On the right, Steven has opened it.

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He's using the light theme.

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As we can see,

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they can both realize who is on the document.

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An with a simple left click

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on the profile picture.

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They can also go to the

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location of their colleagues.

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Amory is right here.

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The blue cursor if on the

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right Stephen changes things.

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Well, on the left the document is updated.

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If on the left I'm already

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decides to change things also.

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On the right,

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everything is being changed

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right away for Teven.

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We are all working on the same

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document at the same time.

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We have only one version of that document.

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Should something happen,

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a big mistake being made,

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we

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can always use the version

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history. But for now, we can

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all work together at the same

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time on the same document

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thanks to Microsoft SharePoint,

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whether it is in Excel,

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Word or PowerPoint.

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