SharePoint co-authoring allows multiple users to work on the same document simultaneously in real time. This feature enhances collaboration, eliminates version conflicts, and improves productivity by enabling teams to edit documents together without needing to check them in and out.
In this guide, we’ll cover:
✔ What co-authoring is in SharePoint
✔ How to enable and use co-authoring
✔ Supported file types and requirements
✔ The difference between co-authoring and check-in/check-out
✔ Best practices for seamless collaboration
1. What is Co-Authoring in SharePoint?
Co-authoring is a SharePoint feature that allows multiple users to edit a document at the same time, with real-time updates.
Changes made by one user are automatically saved and visible to others.
Co-authoring eliminates version conflicts, ensuring everyone works on the latest file version.
Example Use Case:
A marketing team is working on a proposal. Instead of waiting for one person to finish, team members can:
✔ Edit different sections simultaneously.
✔ See real-time changes made by others.
✔ Avoid issues caused by multiple versions of the same document.
2. How to Enable and Use Co-Authoring in SharePoint
Co-authoring works automatically if SharePoint is properly configured. However, ensure the following conditions are met:
The document is stored in SharePoint Online, OneDrive, or Microsoft Teams.
Users have edit permissions on the file.
The file is in a co-authoring-supported format (e.g., Word, Excel, PowerPoint).
Versioning is enabled in the document library.
How to Co-Author a Document
1️⃣ Upload the file to a SharePoint document library.
2️⃣ Open the file in Word, Excel, or PowerPoint (Online or Desktop App).
3️⃣ If others have the file open, you’ll see their names and edits in real time.
4️⃣ Each user’s changes are auto-saved, and different authors are identified by colored indicators.
Tip: To see who is working on the file, click on File → Info → Show Co-Authors.
3. Supported File Types & Requirements
✔ Co-Authoring Supported for:
🔹 Word (.docx)
🔹 Excel (.xlsx)
🔹 PowerPoint (.pptx)
❌ Not Supported for:
🔸 Older Office formats (.xls, .doc, .ppt)
🔸 PDFs
🔸 OneNote (has a separate collaboration feature)
🔸 Files with IRM (Information Rights Management) or encryption
Convert old file formats to the latest Office format to enable co-authoring.
4. Co-Authoring vs. Check-in/Check-out: What’s the Difference?
| Feature | Co-Authoring | Check-in/Check-out |
|---|---|---|
| Editing | Multiple users can edit at the same time | Only one user can edit at a time |
| Version Conflicts | No conflicts – real-time updates | Can cause conflicts if not checked in properly |
| Best Use Case | Team collaboration, real-time editing | Documents that need strict control (legal, financial, etc.) |
| Availability | Default in SharePoint Online | Must be enabled in settings |
Use co-authoring for real-time collaboration.
Use check-in/check-out when strict version control is needed.
5. Best Practices for Effective Co-Authoring
✔ Use SharePoint Online or OneDrive – Ensures the latest co-authoring features.
✔ Always use the latest Office formats – Convert .doc, .xls, or .ppt to .docx, .xlsx, or .pptx.
✔ Enable AutoSave – Prevents accidental loss of changes.
✔ Use Comments & Track Changes – Helps in document reviews.
✔ Communicate in Microsoft Teams – Discuss edits while co-authoring.
✔ Check Permissions – Ensure users have appropriate edit access.
6. Conclusion
SharePoint co-authoring enables seamless collaboration, eliminates version conflicts, and improves productivity. By following best practices, teams can work efficiently on shared documents without waiting for individual edits.
Next Steps:
✔ Ensure your files are in the right format for co-authoring.
✔ Train users on real-time collaboration features.
✔ Use Microsoft Teams + SharePoint for enhanced teamwork.