SharePoint & Teams Collaboration
Co-Authoring a Document in Real Time
This guide shows you how to collaborate on a Word or Excel document simultaneously with a colleague, so you can both make changes at the same time without overwriting each other.
Time needed
5 minutes
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
The document must be saved in SharePoint or OneDrive (not on a local drive). Both people need access to the file and a Microsoft 365 account.
Follow along
Step-by-step guide
Open the shared document
- Instruction 1: The document must be stored in a SharePoint library or in OneDrive — files on a local drive (C:\) cannot be co-authored.
- Instruction 2: Open the file from SharePoint or OneDrive in your browser, or open it from the synced folder in File Explorer.
- Instruction 3: Open it in the full desktop app for the best editing experience, or use the browser-based app if you prefer.
- Instruction 4: Share the file or folder link with your colleague so they can open it at the same time (see the 'Sharing a File or Folder from OneDrive' guide).
Action map
Open the shared document
- 01
The document must be stored in a SharePoint library or in OneDrive — files on a local…
- 02
Open the file from SharePoint or OneDrive in your browser, or open it from the synced…
- 03
Open it in the full desktop app for the best editing experience, or use the…
Visual guide
Use this visual action map alongside the written instructions above.
Open SharePoint help & learning for Co-Authoring a Document in Real TimeCo-author in the browser (Word or Excel for the web)
- Instruction 1: Both you and your colleague open the same file link in your browsers.
- Instruction 2: In the Word or Excel web app, you will see coloured cursor flags appear when someone else is also editing — each person has a different colour.
- Instruction 3: You can edit simultaneously in different parts of the document. Changes appear on each other's screens in real time.
- Instruction 4: Comments and @mentions work too — click Insert > Comment, type @ followed by a colleague's name to notify them.
Co-author in the desktop app (Word or Excel)
- Instruction 1: Open the file from your synced OneDrive or SharePoint folder in the desktop app.
- Instruction 2: If AutoSave (top-left of the ribbon) is On, you are in live co-authoring mode.
- Instruction 3: If AutoSave is Off, turn it on — this is required for real-time co-authoring.
- Instruction 4: You will see coloured flags in the document showing where others are currently editing.
- Instruction 5: Save regularly even with AutoSave on; AutoSave saves every few seconds automatically.
Quick fixes
Troubleshooting
AutoSave is greyed out and cannot be turned on
The file is likely saved on a local drive (C:\ or a USB) rather than OneDrive or SharePoint. Move the file to OneDrive or a SharePoint library, then open it from there.
My colleague's changes are not appearing on my screen
Check that both of you have an internet connection and that AutoSave is on. Try refreshing the browser version of the file, or closing and reopening the desktop app version.
Still need a hand?
Our support team can help with Microsoft 365.
Tell us where you got stuck and what you see on screen.