Here are the key steps to co-authoring documents efficiently using Microsoft Teams and Office:
1. Use Teams for collaboration instead of file shares or email. Teams provides version control and real-time co-editing.
2. Start drafts in Teams to allow easy collaboration from the start. Teams integrates with Office so others can view and edit documents simultaneously.
3. Leverage feedback tools in Office and Teams like comments, @mentions, and chat to review documents collaboratively in real-time.
4. Final approved versions can be published to SharePoint for wider access while maintaining version history in Teams.
If this Giant Must Walk: A Manifesto for a New Nigeria
Co-Authoring Documents using Teams, OneDrive and Office at SPS Johannesburg 2019
1. Event
• Session Schedules are not printed for all attendees, find these next to the doors of
the session rooms or on the SPS Events site:
http://www.spsevents.org/city/Johannesburg/
• Please evaluate the sessions you attended – feedback is very important to us, and
yes, we do read them.
• Stay for the prize giving at the end of the day
• Say hi and have a chat to the sponsors and speakers – after all, they made this
possible
• Take a selfie with a speaker and upload it to Twitter with the #SPSJHB hashtag as
well as tagging the speaker, we will have a competition for these at the end of the
day
• Most tweets on #SPSJHB tweets by single person also gets a prize
• Learning through sharing is a motto for us, share your learnings on Twitter /
Facebook or LinkedIn – remember to use the event hashtag as well
2. Sasja Beerendonk
Collaborate to Co-Author
Documents
using Microsoft Teams & Office
@sbeerendonk
I help to increase productivity of
employees with the use of smart tools.
23. Demo ‘Me’
Using OneDrive for Co-Authoring Documents
Draft
• Me (OneDrive)
Collaborate
• Me (OneDrive)
24. Demo ‘We’
Using Teams for Co-Authoring Documents
Draft
• We (Teams)
Collaborate
• We (Teams)
25. Demo ‘We’
• Using Microsoft Office
for creating, reviewing, publishing documents
Collaborate
• We
(Teams & Office)
26. Demo ‘Key’
Using Teams & Office to publish documents
• Inspect & remove data
• Prevent people making changes
• Distribute
Editor's Notes
Watch this video about how easily we get confused when doing versioning in copies of documents.
https://youtu.be/CvbLVVRzJF8
Groups tend to all use many kinds of name changing for files, to indicate what version it is.
Many practices include:
Adding the date or year
Adding v1, v2, etcetera, or any kind of ascending numbering
Adding one’s own name
Adding text to indicate drafts or concepts, and final versions, but then get stuck when the final version needs to change after all: the result: finalfinal, or realfinal!
The problem with these practices is, that we can never be sure if we are seeing the most recent version, just by looking at file names. Especially if they can reside in a combination of email boxes, D:\ drives, and P:\ drives.
IDC white paper published in 2012
Bridging the Information Worker Productivity Gap: New Challenges and Opportunities for IT
Too many apps, not enough productivity
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76% of organizations still rely on email attachments to collaborate on documents.
- Bob Larrivee, Chief Analyst of AIIM Market Intelligence, 2016
Business requires focus:
Humanize Collaboration tools
Bring all apps to a single place – The email client
Deliver topic-driven interface – The way the human brain works
Draw the diagram about the technology / adaptability gap
The transformation to a new way of collaboration is going from the way we work NOW, to the way we work NEW.
This is a transition that for Omron as a whole could take several years.
With the influx of these new apps and possibilities for Me-We and Key productivity scenarios, teams will have to re-think their current way of working.
Teams have their daily work to do towards a common goal, that in itself most likely does not change. But because of new tools, new smart practices come available to be more effective and efficient.
You need to practice to change the way you work now, to the way you work new. At first it may seem like hard work, because old habits die hard. But after some time the new way of working will be completely normal. You will discover that this new way of working has in fact become the way you work now.
Animate this logo to demosntrate the above paragraph.
Key element for you to change the way you work, is to move from a ‘send to’ mentality towards a ‘share with’ mentality.
The traditional habit is to startwriting an email with some information, and to send a file on the P:\ drive (or your D:\ drive) to selected people, by attaching them to your email.
Each recipient will then make changes, saving the file and renaming in their own way, and sending them back. We’ve seen what this results in: email trees and file version nightmare!
Rather than sending emails with file attachments to selected people, the new way to collaborate as a team is to share the file in a central place, Teams, where all your colleagues can access it, make changes and save as a new version automatically!
When sharing with, the start point for collaboration is the Team.
You share the file there. Team mebers get a notification from your message there along with a link to the file. Everybody makes changes to the file right there.
Each time someone edits the file, it is automatically saved as a new version. And everybody automatically opens the most recent file!
Rather then sending emails with information around the file, each team member can add comments in the Team’s conversation area
Draft:
Use OneDrive only in these situations:
when the file really has very strict privacy, and can only be shared with select colleagues you do not need a team for
only temporarily, as a rough draft to be shared with team later
When a source file needs to be shared with several teams who edit it individually
Use Teams
when you start your draft / concept and need to collaborate with colleagues regularly
Collaborate:
Use Teams for the whole co-authoring process
Office Online
Office mobile
Office desktop
This is the living document / working document
Each edit results in a new version (on the background)
Co-authoring
Comments
Conversation
Chat / Audio/Video Chat
Reviewing
Publish:
Very formal – Legal, official versioning, approval
Create a copy of the file with a new filename (timestamp)
Save it as a pdf
Save it in KEY
Updates for the team – not so formal
Keep the automatic versioning
No renaming
Delete previous versions if necessary
Keep it in WE
Demo create a file in Word online, Share with a colleague
Go to Shared with Me – No good overview – all in one pile – My Files – difficult to manage who shared with
Show OneDrive synced in my File Explorer – No shared with me!
When a colleague exits the organization, all access is lost.
Demo collaboration in Teams (in browser because of Live Event).
Add a File to Files (previously created OneDrive Word file)
Add a file to the Conversation – Link to file in Teams, or Upload from OneDrive (from me to we) – Add message (from send to, to share with)
Open file in Teams – Edit
Real time / AutoSave
Co-editing
Conversation
Audio/Video while collaborating
Open file in Office application
Real time / AutoSave
Co-editing
Chat real-time
Demo features for creation of documents (Word):
Write or Dictate?
Language, Translation, Spelling, Thesaurus
Researcher / Smart Lookup
Track Changes?
Comments
Inking / Daw
Check-Out / Check-In from Word – add comments
Version History from Word
Version history from Teams – Open in SharePoint
Demo the Office options for publishing, with an opened Word, Excel and PowerPoint file:
Inspect document & remove data
Comments, Revisions
Document Properties
Ink
Off-slide content (only ppt)
Presentation Notes (only ppt)
Prevent people making changes with Protect Document
Always Open Read-Only
Encrypt wit Password
Restrict editing / Protect sheet or workbook (only Excel)
Restrict Access (IRM)
Mark as Final
Distribute
Save as PDF: Export PDF/XPS Document
Publish to Stream (ppt only)
Share in another Team or in SharePoint site