Document collaboration and co-authoring - Microsoft Support (2024)

When you open a shared document in a desktop or mobile app, it doesn't matter if you're connected or not, you can keep working. If there are others editing the same document, they won't be able to see your changes while you're offline. When you go back online, you'll be notified of any changes that are available, and others will see that you have changes.

When you're working in Word, the paragraph you're working in is locked so that no one can overwrite what you're working on. When you go offline with Word, it is possible to work on the same paragraph as someone else in your group. When you save your changes, you'll get a pop-up message saying there is a conflict. You can then click through to where you'll be able to sort it all out.

If you're working on a file that's in a sync folder (such as OneDrive or OneDrive for work or school), it syncs when you come back online, regardless of whether the app (Word, PowerPoint) is running. When you reconnect, your file automatically syncs. If there are conflicts, you'll get an alert. For more info, see Sync files with OneDrive in Windows.

By default, in SharePoint the groups and permissions assigned to a library where you store or create a document are inherited by all documents in the library. For example, on a team site where everyone has read/write permissions, anyone can co-author. While a SharePoint document library with read-only permissions only allows people to view documents, though no one but the author can make changes unless explicitly invited.

SharePoint permissions are inherited, but you can set different ones for specific people. If a SharePoint library shares for view only, you can give edit permission to some users. However, if the library is set for edit permissions for everyone, you can't restrict a few to just viewing. You can override inherited permissions with a higher permission, not a lower permission. For more info on permissions, see Understanding permission levels in SharePoint.

Files stored inOneDrive need to be explicitly shared. By default, they can only be edited and viewed by the owner of the library. You can select who can edit individual files by sharing to people or groups with edit permissions. For more on sharing, see Share files or folders in Microsoft 365.

Yes, Microsoft has worked with dozens of partners worldwide (including Box, Citrix ShareFile, Dropbox, and Egnyte) so you can co-author with Microsoft 365 for the web. Check your storage provider to see if co-authoring with Microsoft 365 for the web is supported. However, with these third-party storage providers, there is no support for co-authoring files with Office desktop apps or other platforms. Co-authoring is specifically supported with Microsoft 365 for the web.

Microsoft does not support co-authoring documents stored on Google Drive.

• From DropBox help: How do I edit Microsoft Office documents with someone else?

Mobile: Co-authoring Office files is also supported in Office for iOS with other storage providers, including Box and Dropbox. On Office for Android co-authoring also is supported onDropbox.