Collaborate on documents

Sharing documents in your OneDrive for Business library allows other people in your organization to view or edit your documents. You can collaborate on documents by giving selected people edit permissions. Likewise, you can collaborate on other people’s documents that you’ve been invited to share.

Note:  You can share any type of document with co-workers and grant them read or editing permission; the document doesn’t have to be a Word or other Office document.

Note:  The capabilities described in this article depend on whether your organization has set up or customized personal sites and profiles. See your SharePoint administrator for details.

Edit documents that are shared with you

When someone shares items in OneDrive for Business with you, you typically receive an email notification that contains a link to the document in your co-worker’s library. You may be invited to edit the document or to simply read and review the document.

Note:  If the shared document is a Word or PowerPoint document, you can take advantage of the co-editing features available in those programs.

Note:  The capabilities described here depend on whether your organization has set up or customized personal sites and profiles. See your SharePoint administrator for details.

To edit a document that someone has shared with you:

  1. Click the document link in the email you received informing you that a co-worker has shared a document with you.

  2. If you have edit permission, check out the document if that’s required—and then edit the document in Word, PowerPoint, or another Office program.

If you don’t have edit permission, you won’t be able to edit it. Instead, you can review and save any edits separately.

  1. Click File > Save to save your changes.

To review a document that someone has shared with you:

  1. Click the document link in the email you received informing you that a co-worker has shared a document with you.

  2. Review or edit the read-only document and save any work in a separate file.

  3. Send a link to the file in an email message to the document owner and any other coauthors.

If you’re granted edit permissions, you can edit the document. If you don’t have edit permissions, save your notes and edits to a separate file, and send a link to the document to the document owner and any others who are collaborating with you.

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Share your OneDrive for Business documents and folders

You can share documents in your OneDrive for Business library by inviting people in your organization to view or edit a folder of documents or a single document, and by granting those people viewing or editing permission.

You can share a folder or document in your OneDrive for Business library by clicking the ellipsis (…) to the right of the entry, clicking Share, and inviting people to view or edit your document.

You can also add more names to the list of people who are already invited to view or edit a folder or document, by clicking the Shared with some people Shared with some people icon icon in the Sharing column and inviting more people to view or edit the document.

For more information about sharing OneDrive for Business content, see Share items in OneDrive for Business.

Tip:  To keep track of changes to a document that you’ve invited others to edit, follow the document. Then you’ll see newsfeed notifications whenever someone updates the document.

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Return to earlier document versions

When multiple people are editing one of your documents, OneDrive for Business keeps track of the last person who edited it and the date of those changes. The most recent edits appear in the default view, but you’ll see an option to revert to an earlier version, as described in Manage document versions.

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