Life’s better when we get things done together, and Microsoft Teams is a platform where work and collaborations happen simultaneously.
Of course, you can share files in Microsoft Teams. And if you share Word, Excel, or PowerPoint documents, you can edit, collaborate, or co-author those documents with your teammates in real-time using Microsoft Teams interface.
Now I’ve got some files in my Teams conversations channel. I could open those files from the conversation panel or using the file option.
But how can my teammates access those documents and edit them synchronously?
Well, the easiest process for doing so is described below. So, read this article thoroughly and know how your teammates can work on a Document Together in Microsoft Teams.
How to Edit a Document Simultaneously with Teams
Microsoft Teams uses a SharePoint document library to provide a collaborative editing option. You and your teammate can edit the document using 2 different methods, using the edit option or the Wiki tab. But you have to make sure some things are in order.
Here are the things to ensure before editing a document with your teammates in MS Teams:
- Make sure to give access to edit the respective file.
- Apply sensitivity labels as needed for document sorting
- Chat with your teammates to make an outline while co-authoring or editing the document.
As the permission and other necessary arrangements are shorted out, it’s time to edit or co-authoring a document using Teams.
Here are methods to edit a document simultaneously in Microsoft teams:
1. Using the Edit Option
When you’ve some files in a conversation channel, you and your teammates can open the files from the post tabs or the files tab. As for editing, follow the steps below.
Here are the steps to work on a document with teammates in MS Teams:
- Click the 3-dot icon (More options) next to the file in the team conversation tab or files Tab.
- Select Edit in Teams Option.
- Tell your colleagues to do the same thing.
- Choose Start a conversation to chat with your colleagues about the file.
As your colleagues enter the file, you will see their profile icon on the top left with a blue circle around it. That blue circle means your colleagues are online and editing the documents. As they close the document, the blue ring will disappear.
Check out our separate post on Teams: Disable All Chat Notifications During Meetings.
2. Using Wiki Tab
You can use the Wiki tab to create a draft or edit that with your teammates. One benefit of using the Wiki option is your teammates can ask and answer questions in real-time. For this, you will know your teammates’ problems and solve them quickly.
Here are the steps to add the Wiki tab in Microsoft Teams:
- Go to Add a Tab.
- Select the Wiki option.
- Name the tab > OK.
This new Wiki tab lets you format the text, add new portions, and link to different sections, etc.
But I think after applying the first method, you won’t need the second option for collaborating with your team members.
Follow our guide to Fix Microsoft Teams Chat Messages Not Showing Up.
Stop Anyone from Making Changes While Editing in Teams
Sometimes, co-editing creates more problems than adding value. It’s the same as the saying, too many cooks spoil the broth. To prevent that situation, you can stop anyone from making changes while you are editing in Teams.
Here are the steps to stop anyone from making changes while you are editing in MS Teams:
- Find your document from the folder
- Click the 3 dot icon
- Tap More > Check out.
This way, no one can edit the documents when you are editing.
After you have completed your edit, follow the previous process to make the document available to other participants.
Additionally, you can review the changes you and your other teammates made in the review option.
Here are the steps to review the document edit in MS Teams:
- Open the document.
- Tap the Review tab.
- Select the Track Changes option.
- Choose For Everyone or Just Mine as per need.
When you are the admin of a Teams channel, you can stop editing access to anyone. Also, you can see different versions of the document and give necessary comments.
Also, check out our separate post on how to fix Microsoft Teams you can’t send messages error.
DOs and DON’Ts of MS Teams Co-editing
Ensuring proper work with files and documents in MS Teams with maximized productivity is a huge task. You need to keep an eye on some things, avoid some portions and emphasize some sections to increase workflow.
Here are the things to do and not to do in MS Teams:
| To Do | Not To Do |
|---|---|
| Share files with proper access. | Share any file without giving any permissions. |
| Create documents directly in the Microsoft Teams app. | Create and share documents separately (it can cause versioning issues). |
| Create a file-sharing link using OneDrive or SharePoint. | Upload the same file several times. |
As you avoid the stuff in the not-to-do section and ensure the things in the to-do section, your functionality regarding Microsoft teams will increase greatly.
Conclusion
In short, you can co-edit any documents in MS teams for the SharePoint document library feature. There are two different methods to do so: Edit Option and Wiki tab. But the Edit Option is more convenient and popular than the Wiki option.
Additionally, I’ve included the method to review the edit history in those documents. Use that as per your need.
Which of the above two methods do you and your teammates use to edit a document simultaneously? Comment below.
