iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
To set up co-authoring, save a supported Word, Excel, or PowerPoint file in SharePoint Online, give each collaborator edit access, and have them open it in a compatible Office app. AutoSave and a supported file format help changes sync; version history gives you a way to recover an earlier version if needed.
What you need before setting up co-authoring
- Cloud storage: The file must be stored in SharePoint or OneDrive. The Excel desktop workflow documented by Microsoft specifically uses a SharePoint Online library and does not support SharePoint on-premises sites.
- A supported file format: The general Microsoft guidance lists .docx for Word, .xlsx for Excel, and .pptx for PowerPoint. Microsoft’s Excel desktop instructions also cover .xlsm and .xlsb, with format-specific restrictions. Convert older files to a supported format before sharing if necessary.
- Edit permission: Every person expected to make changes needs edit access. Permissions may be inherited from the SharePoint library, so check the library’s access settings as well as any file-specific permissions.
- Compatible apps: Co-authoring works through supported web and desktop apps, but compatibility depends on the app, device, and version. For desktop Excel, Microsoft specifies a Microsoft 365 subscription and current Excel for Microsoft 365.
Microsoft says co-authoring is unavailable for files protected by Information Rights Management (IRM) or Rights Management Service (RMS). Individual apps can have additional restrictions. Microsoft’s overview of document collaboration and co-authoring summarizes the general requirements.
How to set up co-authoring in SharePoint
- Save the file in a SharePoint Online library. Upload the document or save it to the library where the team will work. Keep the file in SharePoint while collaborators are using it; moving or deleting it can interrupt their access.
- Check the format. Use .docx for Word, .pptx for PowerPoint, or a supported Excel format. For Excel desktop, Microsoft lists .xlsx, .xlsm, and .xlsb, subject to format-specific limitations. Word for the web requires .docx for co-authoring. If needed, save a supported copy before inviting editors.
- Grant edit access. In the document library, select the file and choose Share. Enter collaborators’ names or email addresses, confirm that the access setting allows editing, and send the invitation. You can also configure a sharing link, but check its permission setting rather than assuming it grants edit rights. Follow Microsoft’s steps for co-authoring Office files.
- Have everyone open the shared file. Collaborators should open the file from SharePoint in a supported Office web app or desktop app. App support varies; for desktop Excel, use current Excel for Microsoft 365 with a Microsoft 365 subscription.
- Check AutoSave, then test together. In Word, Excel, or PowerPoint, confirm AutoSave is available and on. Ask another editor to open the same file, make a small test change, and check that you can see the person’s presence and the update. If Excel asks you to reopen the workbook to receive updates, follow that prompt.
AutoSave and changes made offline
AutoSave is available for supported Microsoft 365 files saved to OneDrive or SharePoint, provided the app, subscription, file format, and file state meet Microsoft’s requirements. If the control is missing or unavailable, check whether the file is saved in the cloud and opened in an Office app, whether synchronization is paused, and whether the format or an unsupported file state prevents AutoSave. See Microsoft’s AutoSave setup guidance.
Quick wins for a faster PC:
Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Clear out junk files and repair common Windows errorsFree Scan →Some shared-document workflows allow offline editing, but other collaborators will not see offline changes until the editor reconnects. If multiple people make overlapping changes while offline, a conflict may need to be resolved after reconnection. For the smoothest Excel collaboration, Microsoft recommends AutoSave and describes additional practices in its Excel co-authoring best practices.
#1 Best Overall
- Instant Copilot. Unlock new possibilities with the dedicated Copilot key, which gives you instant access to experiences that can enhance your productivity¹.
- Enhance your experience With the new microphone mute key and snipping key
- Full keyboard experience. Features a full mechanical keyset, backlit keys, and a large trackpad for precise navigation and control. Optimal key spacing allows fast, fluid typing.
- Slim and compact Performs like a traditional, full-size keyboard.
- Clicks in place instantly Use in combination with the Surface Pro (11th Edition), Pro 9 and Pro 8* kickstand for a perfect laptop experience anywhere.
Fix common co-authoring problems
| What you see | What to check |
|---|---|
| No one can edit | Confirm that collaborators have edit rights on the file or the library. SharePoint files can inherit library permissions. |
| A collaborator sees read-only or locked behavior | Check that everyone is using an app and version that support co-authoring, and confirm the file is not checked out or otherwise restricted. Excel’s desktop requirements are app-specific. |
| The file cannot be co-authored | Check the format. Word for the web requires .docx; use a supported Excel format for the Excel workflow. Also check whether the file is protected or has features that block collaboration. |
| AutoSave is missing | Confirm the file is saved in SharePoint or OneDrive and opened from an Office app. Check subscription and sync status, then review the file format and whether the app has opened the file in a state that disables AutoSave. |
| Word co-authoring still fails | Microsoft lists unsupported document features, some group policy settings, check-out, password protection, encryption, and IRM or RMS restrictions as possible causes. Use the Word co-authoring troubleshooting guide to narrow down the issue. |
| Someone changed or overwrote content | Open the file’s Version History to review earlier versions and restore one if appropriate. See Microsoft’s file-saving and recovery guidance. |
Choose the right way to open the file
Office for the web and desktop apps can both support co-authoring, but their exact capabilities and requirements are not identical. For a team using Excel desktop, the documented workflow is for SharePoint Online, a current Excel for Microsoft 365 app, and a Microsoft 365 subscription. For Word in a browser, use .docx. For Word, Excel, or PowerPoint generally, check the relevant app’s format and feature restrictions if one collaborator cannot join.
For a straightforward setup, have everyone open the same SharePoint file rather than separate downloaded copies. That makes it possible for supported apps to show other editors and receive updates to the shared file.
Quick Recap
Rank #3
- Microsoft Natural Ergonomic Palm Rest Comfort Keyboard for Business - Wired
- Exceptional comfort. Work all day, with reduced risk of fatigue and injury, on our Ergonomist-approved design.
- Excellent support. Improved cushion and ergonomically tested palm rest covered in premium fabric provides all-day comfort and promotes a neutral wrist posture.
- Be more productive with built-in shortcuts, including dedicated keys for office 365,* emojis, search, easy access to media controls, and more.
- Designed to last wired for reliable speed and accuracy. Crunch numbers Fast, with a dedicated integrated pad. Compatibility: Microsoft Windows 10, Limited functionality Windows 8.1/7 (Office and Emoji keys have no function)
Rank #2
- Designed for Your Windows and Apple Devices | Install premium Office apps on your Windows laptop, desktop, MacBook or iMac. Works seamlessly across your devices for home, school, or personal productivity.
- Includes Word, Excel, PowerPoint & Outlook | Get premium versions of the essential Office apps that help you work, study, create, and stay organized.
- 1 TB Secure Cloud Storage | Store and access your documents, photos, and files from your Windows, Mac or mobile devices.
- Premium Tools Across Your Devices | Your subscription lets you work across all of your Windows, Mac, iPhone, iPad, and Android devices with apps that sync instantly through the cloud.
- Easy Digital Download with Microsoft Account | Product delivered electronically for quick setup. Sign in with your Microsoft account, redeem your code, and download your apps instantly to your Windows, Mac, iPhone, iPad, and Android devices.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
Recommended Free Tools
