Word - Work together in real time Tutorial

In this video, you will learn about how to work together in real time using Microsoft Teams.
The video covers the features and functionalities of Microsoft Teams that allow for seamless collaboration, such as creating dedicated channels for different projects, organizing discussions, centralizing information and documents, scheduling meetings, presenting content, and sharing information via chat, audio, and video.
By using Microsoft Teams, you can improve communication and collaboration within your team, create customized digital workplaces, and connect all your content in one place.
This will help you enhance productivity and efficiency in your work.

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Description

Objectifs :

This video aims to guide users on how to effectively collaborate on documents using real-time co-authoring features in Word 2016 and Word Online. It covers the steps to save documents to OneDrive or SharePoint Online, invite colleagues to edit, and manage sharing settings.

Chapitres :

Introduction to Real-Time Co-Authoring
Real-time co-authoring allows you and your colleagues to collaborate on a document simultaneously. This feature enables you to see each other's changes as they happen, enhancing teamwork and productivity.
Saving Documents to OneDrive or SharePoint Online
To begin collaborating, first save your document to OneDrive or SharePoint Online. This step is crucial as it allows others to access and edit the document. Follow these steps: - Click on 'Share'. - Select the OneDrive or SharePoint Online location and folder where you want to save the document. - Click 'Save'. You only need to perform this action once for each document. The next time you open it, it will automatically save back to the same location.
Inviting Colleagues to Collaborate
Once your document is saved online, you can invite others to edit it. There are two methods to do this: 1. **Using the Share Pane**: - In the Share pane, enter the email addresses of the people you want to invite in the 'Invite People' box. - Set their permissions to 'Can Edit'. - Optionally, add a message. - Ensure the 'Automatically Share Changes' box is set to either 'Ask Me' or 'Always'. - Click 'Share'. 2. **Getting a Sharing Link**: - Click 'Get a Sharing Link' at the bottom of the Share pane. - Paste the link into an email or instant message to invite them directly. Note: The 'Get a Sharing Link' option may not be available if your SharePoint Online site admin has disabled it.
Important Considerations
If you have never saved a document online before, you will need to add a place: - Click 'Add a Place'. - Sign in to add your OneDrive or SharePoint service. This setup ensures that you can easily collaborate with your colleagues in the future.
Conclusion
In summary, real-time co-authoring in Word 2016 and Word Online streamlines collaboration by allowing multiple users to work on a document simultaneously. By saving your document to OneDrive or SharePoint Online and inviting colleagues, you can enhance your teamwork and productivity. The next video will provide further insights on how to start working together effectively in a document.

FAQ :

What is real-time co-authoring?

Real-time co-authoring is a feature that allows multiple users to work on a document simultaneously, seeing each other's changes as they happen, enhancing collaboration and productivity.

How do I save a document to OneDrive or SharePoint Online?

To save a document to OneDrive or SharePoint Online, click on 'Share', select the desired location and folder, and then click 'Save'. This only needs to be done once for each document.

What should I do if I have never saved a document online before?

If you have never saved a document online before, click 'Add a Place' and sign in to add your OneDrive or SharePoint service.

How can I invite others to edit my document?

You can invite others by typing their email addresses in the 'Invite People' box in the Share pane, setting their permissions to 'Can Edit', and clicking 'Share'. Alternatively, you can get a sharing link and send it via email or instant message.

What if the 'Get a Sharing Link' option is not available?

If the 'Get a Sharing Link' option is not available, it may be due to your SharePoint Online site admin disabling that feature.

Quelques cas d'usages :

Collaborative Document Editing in a Team

A marketing team uses real-time co-authoring in Word Online to collaboratively create a campaign proposal. Each member can add their input and see changes instantly, improving the document's quality and reducing the time spent on revisions.

Project Management Documentation

A project manager saves project plans to SharePoint Online, allowing team members to update their progress in real-time. This ensures everyone is on the same page and can address issues as they arise.

Remote Learning and Collaboration

In an online classroom, teachers and students use co-authoring features in Word 2016 to work on group assignments. This allows for seamless collaboration, even when participants are in different locations.

Client Proposal Development

A consulting firm collaborates with clients on proposals using OneDrive. By sharing documents and allowing clients to edit, they can gather feedback quickly and finalize proposals more efficiently.

Research Paper Collaboration

Researchers from different institutions use real-time co-authoring to write a joint research paper. They can see each other's contributions and make edits, streamlining the writing process and enhancing the final output.

Glossaire :

Co-authoring

A collaborative process where multiple users can edit a document simultaneously, allowing real-time updates and changes to be visible to all participants.

OneDrive

A cloud storage service from Microsoft that allows users to store files and access them from any device with internet connectivity.

SharePoint Online

A web-based collaboration platform from Microsoft that integrates with Microsoft Office and is used for storing, organizing, sharing, and accessing information from any device.

Word 2016

A version of Microsoft Word, a word processing application that is part of the Microsoft Office suite, released in 2015.

Share pane

A feature in Microsoft Word that allows users to share documents with others by inviting them to collaborate or by generating sharing links.

Permissions

Settings that determine what actions users can perform on a shared document, such as 'Can Edit' or 'Can View'.

Automatically Share Changes

A setting in Microsoft Word that controls how changes made to a document are shared with collaborators, with options to 'Ask Me' or 'Always'.

Available in Microsoft365

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want to collaborate on a document

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use real time co-authoring

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to see everyone's changes as they happen.

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First you save the document to OneDrive or SharePoint Online

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so others can work in it.

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Next, you invite people to edit it with you.

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When they open and work on the document

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in Word 2016 or Word Online

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you'll see each other's changes as soon as they're made.

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First, click on Share, Save to Cloud.

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Select the OneDrive or SharePoint Online location

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and folder you want.

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Then click Save.

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You only have to do this once for each document.

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The next time you open it

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it'll save back to the same location automatically.

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Please note, if you've never saved a document online before

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click Add a Place and then add your OneDrive

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or SharePoint service by signing in.

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Secondly, in the Share pane do either of these.

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To have Word send people a link to your document

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type their email addresses in the Invite People box.

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Set their permissions to Can Edit,

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and add a message if you want to.

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Make sure the Automatically Share Changes box

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is set to either Ask Me or Always,

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and then click Share.

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To invite them yourself

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click get a Sharing Link at the bottom of the Share pane,

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and paste that link into email or an instant message.

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Get a Sharing Link won't be available

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if you're using SharePoint Online

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and your site admin has disabled that option.

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The next video explains how to start working together

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in a document.

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