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Collaborating in Microsoft 365

Practical guidance for working together in Teams, SharePoint, OneDrive and Office apps — based on real workplace scenarios, not theory.

Each topic includes the purpose, best practices, clear steps, and links to related videos, blog posts, podcasts, and supporting resources where relevant. Use Ctrl+F / Cmd+F to search this page. View full Knowledge Base

Collaboration Workflow Cards · Table of Contents

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C-01

Collaborate on a Presentation with My Colleague

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C-01

Collaborate on a Presentation with My Colleague

Purpose: Work together on the same PowerPoint file in real time — without emailing versions back and forth.

Description

Learn how to co-author a PowerPoint presentation with your colleague so you can build slides together at the same time.

When to use this

When more than one person needs to edit slides (content, visuals, structure) and you want one clean “source of truth”.

Steps

  1. Save the presentation in OneDrive (personal) or a Team/SharePoint library (shared work).
  2. Open it in PowerPoint and confirm AutoSave is on.
  3. Click Share and invite your colleague (or copy a sharing link with the right permission).
  4. Both people open the same file — you’ll see each other’s presence while editing.
  5. Use Comments for feedback instead of creating “final_final_v3”.

Best practices

  • ✓Keep the file in one location (don’t download and re-upload different copies).
  • ✓Agree on roles (e.g. one person on structure, one on content) to avoid editing collisions.
  • ✓Use Slide Titles consistently — it makes navigation and review faster.
  • ✓Use Comments + @mentions for changes, rather than rewriting someone’s work silently.
  • ✓When it’s ready, set a clear status like Draft / For Review / Final.

Additional resources

C-02

Co-author a Word Document With Your Team

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C-02

Co-author a Word Document With Your Team

Purpose: Maintain one shared document so your team can collaborate without duplicate versions.

Description

Edit a Word document together with your team in real time without creating multiple versions.

When to use this

When multiple people need to draft, review, and refine a document and you want everyone working in the same file.

Steps

  1. Save the document in OneDrive or a SharePoint library.
  2. Open it in Word and make sure AutoSave is on.
  3. Select Share and invite your team with edit access.
  4. Everyone opens the same file — edits appear live with presence indicators.
  5. Use Comments (and Track Changes if needed) to manage review.

Best practices

  • ✓Use Comments for discussion rather than rewriting someone’s wording.
  • ✓Turn on Track Changes for formal docs (policies, procedures, agreements).
  • ✓Avoid emailing attachments once collaboration starts — share the link instead.
  • ✓Store final documents in a governed SharePoint location, not personal storage.

Additional resources

C-03

Co-author an Excel Spreadsheet

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C-03

Co-author an Excel Spreadsheet

Purpose: Keep one workbook current while multiple people update it at the same time.

Description

Work on the same Excel spreadsheet with others while seeing updates in real time.

When to use this

When multiple people need to update a tracker, register, or spreadsheet and you want to avoid duplicates.

Steps

  1. Save the workbook to OneDrive or SharePoint.
  2. Open it in Excel and confirm AutoSave is enabled.
  3. Click Share and grant edit access.
  4. Edit different areas at the same time — presence shows who’s editing where.
  5. If something goes wrong, use Version History to recover.

Best practices

  • ✓Use Tables for lists — they behave better during co-authoring.
  • ✓Avoid structural changes (moving sheets/columns) while others are editing.
  • ✓Use Data Validation to keep entries consistent.
  • ✓If it’s a long-term tracker, consider Microsoft Lists instead of Excel.

Additional resources

C-04

See Who is Currently Editing a Document

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C-04

See Who is Currently Editing a Document

Purpose: Coordinate edits and avoid overwriting someone else’s work.

Description

Identify who else is working in a document at the same time as you.

When to use this

When a file feels “busy” and you need to avoid editing the same section as someone else.

Steps

  1. Open the file from SharePoint or OneDrive (not an emailed copy).
  2. Look for initials / icons showing who is currently in the file.
  3. Hover to see names and where they’re working.
  4. Use Comments to coordinate who edits what.
  5. Do big structural edits once others are out.

Best practices

  • ✓If multiple editors are in the file, avoid major formatting changes.
  • ✓Use comments to “claim” sections if the doc is complex.
  • ✓Keep one source of truth — don’t copy content into new files.
  • ✓Store team docs in SharePoint so ownership and permissions are clear.

Additional resources

C-05

Avoid Version Conflicts When Multiple People are Editing

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C-05

Avoid Version Conflicts When Multiple People are Editing

Purpose: Maintain a single source of truth while supporting concurrent editing.

Description

Prevent conflicting copies and overwritten changes when several people work on the same file.

When to use this

When you’ve seen duplicate files like “final_v2_FINAL_reallyfinal” and you want clean collaboration without conflicts.

Steps

  1. Store the file in SharePoint or OneDrive — don’t work from an attachment.
  2. Open the file from its location (don’t download it first).
  3. Confirm AutoSave is enabled.
  4. Share links (with correct permissions) instead of sending copies.
  5. If something breaks, restore using Version History.

Best practices

  • ✓Use links, not attachments — every time.
  • ✓Don’t download, edit, then re-upload (that’s conflict city).
  • ✓Enable versioning in SharePoint libraries for important content.
  • ✓Use clear statuses (Draft / Review / Final) instead of random “final” naming.

Additional resources

C-06

How to Leave Comments in a Document for My Team

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C-06

How to Leave Comments in a Document for My Team

Purpose: Add clear feedback without changing the original content so your team can review and respond easily.

Description

Add feedback and suggestions to documents without changing the actual content, so others can review and respond.

When to use this

When you want to give feedback, ask a question, or flag an issue without editing someone’s words directly.

Steps

  1. Open the document from OneDrive or SharePoint (not an emailed attachment).
  2. Highlight the text (or place your cursor where the note applies).
  3. Select New Comment (or Insert → Comment).
  4. Type your feedback and use @mention to notify the right person.
  5. Send/Save — the comment stays with the document for everyone to see.

Best practices

  • ✓Be specific: say what you want changed and why (not just “fix this”).
  • ✓Use @mentions so feedback doesn’t get missed.
  • ✓Keep one thread per issue — don’t start multiple comments for the same point.
  • ✓Resolve comments once actioned so the document doesn’t become a comment graveyard.
  • ✓Avoid rewriting content silently — comment first if it affects meaning.

Additional resources

C-07

Resolving Comments in a Document

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C-07

Resolving Comments in a Document

Purpose: Keep your document tidy and up to date by marking feedback as completed once it’s been addressed.

Description

Mark comments as resolved once they've been addressed to keep documents clean and show progress.

When to use this

When feedback has been actioned and you want to show it’s done (without deleting the discussion).

Steps

  1. Open the document from SharePoint or OneDrive.
  2. Review the comment thread to confirm the change is complete.
  3. Reply if needed to confirm what you updated.
  4. Click Resolve on the comment.
  5. If the issue returns later, Reopen the comment (instead of creating a new one).

Best practices

  • ✓Resolve comments as you go — don’t leave them until the end.
  • ✓Reply with a quick “Done” or “Updated to X” before resolving, if context matters.
  • ✓Don’t delete comment threads unless they’re genuinely irrelevant.
  • ✓Use “Reopen” if the same issue comes back — it keeps history in one place.
  • ✓For formal approvals, combine comments with Track Changes so decisions are auditable.

Additional resources

C-08

Track Changes in a Word Document

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C-08

Track Changes in a Word Document

Purpose: Monitor every edit in a Word document so you can clearly see what changed and decide what to keep.

Description

See exactly what edits were made to a document and by whom, so you can review and approve changes.

When to use this

When a document needs formal review (policies, procedures, proposals) and changes must be visible and controlled.

Steps

  1. Open the Word document from SharePoint or OneDrive.
  2. Go to the Review tab.
  3. Turn on Track Changes.
  4. Make edits — Word will mark insertions, deletions, and formatting changes.
  5. Use the Reviewing view (Simple/All Markup) to control what you see.

Best practices

  • ✓Turn on Track Changes before sending for review (not after edits start).
  • ✓Use Comments alongside tracked edits for context and decisions.
  • ✓Use “All Markup” during review and “Simple Markup” for readability.
  • ✓Agree on one reviewer to accept/reject changes at the end.
  • ✓Save the final as a clean version once changes are accepted (no markup).

Additional resources

C-09

Accept or Reject Track Changes

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C-09

Accept or Reject Track Changes

Purpose: Quickly review edits and decide which changes stay in the document and which ones don’t.

Description

Review and approve or decline edits made by collaborators using Track Changes.

When to use this

When review is finished and you need to finalise the document by approving or declining each edit.

Steps

  1. Open the document and go to Review.
  2. Set view to All Markup so you can see every change.
  3. Use Next to move through changes one by one.
  4. Select Accept or Reject for each change.
  5. When complete, turn off Track Changes and save a clean final copy.

Best practices

  • ✓Have one person “own” the accept/reject pass to keep decisions consistent.
  • ✓Use comments to confirm intent before rejecting a change.
  • ✓Accept/reject in order — jumping around can miss context.
  • ✓Save a version before finalising, just in case you need to roll back.
  • ✓Remove markup before publishing (final documents should be clean).

Additional resources

C-10

Comparing Two Versions of a Document

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C-10

Comparing Two Versions of a Document

Purpose: Quickly spot the differences between two document versions so you can see exactly what changed.

Description

See the differences between two versions of the same document side by side to understand what changed.

When to use this

When you’ve received an updated copy (or two drafts exist) and you need to see exactly what’s different — fast.

Steps

  1. Open the document in Word.
  2. Go to Review → Compare.
  3. Select the Original document and the Revised document.
  4. Click OK to generate a comparison showing changes.
  5. Review differences, then decide what to keep (and save a final version).

Best practices

  • ✓Use Compare instead of manually scanning — it catches small wording changes.
  • ✓Compare against the true “source of truth” (SharePoint version) if possible.
  • ✓Save the comparison output as evidence if approvals are required.
  • ✓Once finalised, store the final in SharePoint and link to it — don’t keep multiple finals.
  • ✓For controlled docs, use version history + approvals instead of circulating separate copies.

Additional resources

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C-11

How to Restore a Previous Version of a File

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C-11

How to Restore a Previous Version of a File

Purpose: Recover an earlier version of a document when changes need to be undone or content was deleted by mistake.

Description

SharePoint and OneDrive automatically keep version history, allowing you to view, compare, and restore earlier versions of a file.

Steps

  1. Open the file in SharePoint or OneDrive.
  2. Select Version history from the file menu.
  3. Review earlier versions and open the one you need.
  4. Select Restore to make it the current version.
  5. Confirm the restore action.

Best practices

  • Use version history instead of saving “final_final_v3” files.
  • Restore rather than download old versions to preserve audit history.
  • Educate users that nothing is permanently lost immediately.
  • Combine with content approval for controlled documents.

Additional resources

C-12

Working Offline & Syncing Changes Later

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C-12

Working Offline & Syncing Changes Later

Purpose: Continue working on files without internet access and automatically sync changes when you reconnect.

Description

Files synced via OneDrive can be edited offline, with changes automatically uploaded once the device reconnects.

Steps

  1. Ensure the file is synced locally via OneDrive.
  2. Open and edit the file while offline.
  3. Reconnect to the internet.
  4. Allow OneDrive to sync changes automatically.
  5. Resolve any sync conflicts if prompted.

Best practices

  • Sync only active working libraries.
  • Avoid long offline edits on shared files.
  • Check sync status before shutting down.
  • Resolve conflicts immediately.

Additional resources

C-13

How to Prevent Others from Editing Your Work

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C-13

How to Prevent Others from Editing Your Work

Purpose: Temporarily stop others from editing a document during critical work.

Description

Use check-out, permissions, or sharing settings to lock editing access while you work.

Steps

  1. Open the document in SharePoint.
  2. Use Check out or change sharing to view-only.
  3. Complete your edits.
  4. Check the document back in.
  5. Restore editing access when finished.

Best practices

  • Use sparingly — co-authoring is preferred.
  • Communicate when files are locked.
  • Avoid permanent edit restrictions.
  • Use approvals instead of locks for governance.

Additional resources

C-14

Creating a Shared Workspace for a Project Team

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C-14

Creating a Shared Workspace for a Project Team

Purpose: Provide a single collaborative space for files, conversations, and project work.

Description

Create a Microsoft Team backed by SharePoint to centralise project collaboration.

Steps

  1. Create a new Team using the appropriate template.
  2. Add members with correct roles.
  3. Organise channels by workstream.
  4. Structure files in SharePoint.
  5. Pin key resources as tabs.

Best practices

  • Use one Team per project.
  • Name channels clearly.
  • Store files in Teams, not chat.
  • Assign ownership early.

Additional resources

C-15

Organising Team Files So Everyone Can Find Them

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C-15

Organising Team Files So Everyone Can Find Them

Purpose: Create a file structure that supports collaboration, search, and long-term findability.

Description

Use simple folder structures and metadata so team files are easy to locate and manage.

Steps

  1. Agree on a simple folder structure.
  2. Use consistent naming conventions.
  3. Add metadata where appropriate.
  4. Create views for common needs.
  5. Educate the team on where files belong.

Best practices

  • Avoid deep folder hierarchies.
  • Design for search, not browsing.
  • Keep ownership clear.
  • Review structure regularly.

Additional resources

C-16

Co-editing a File in Real- time During a Meeting

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C-16

Co-editing a File in Real- time During a Meeting

Purpose: Co-edit a document live with your team during a meeting so decisions and changes are captured in real time.

Description

Collaborate inside the meeting by opening a shared file (stored in SharePoint/OneDrive) so multiple people can edit together at the same time.

Steps

  1. Make sure the file is stored in SharePoint or OneDrive (not on someone’s desktop).
  2. In the Teams meeting, share the file via the chat or the Share / Attach option.
  3. Open the file in Teams or Browser for the best co-authoring experience.
  4. Everyone edits at the same time — watch cursors/initials to see who’s doing what.
  5. When finished, confirm the final version is saved and close the file.

Best practices

  • Use one “master” file link — don’t upload copies into the meeting chat.
  • Agree who is “driving” the structure while others contribute content.
  • Turn on track changes/comments if the document needs review later.
  • Keep permissions simple: attendees should be edit if you expect edits.

Additional resources

C-17

How to See the Edit History of a Document

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C-17

How to See the Edit History of a Document

Purpose: Understand how a document has changed over time and see who made each update.

Description

Use version history and file activity to review edits, see contributors, and track changes across versions.

Steps

  1. Locate the file in SharePoint or OneDrive.
  2. Open the file menu (… or right-click) and select Version history.
  3. Review the list of versions including author and timestamp.
  4. Open a version to view what it contained at that point in time.
  5. Restore a version if needed (or compare versions where available).

Best practices

  • Use version history as your audit trail — don’t rely on memory.
  • Encourage meaningful file names so history is easier to follow.
  • For formal docs, combine versioning with approvals and owner roles.
  • Teach teams that co-authoring doesn’t “lose” changes — it records them.

Additional resources

C-18

Sharing Your Screen During a Meeting

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C-18

Sharing Your Screen During a Meeting

Purpose: Share your screen so everyone in the meeting can follow along.

Description

Use Teams screen sharing to present your desktop, a specific window, or a PowerPoint so participants can see your content live.

Steps

  1. In the meeting, select Share.
  2. Choose what to share: Screen, Window, or PowerPoint Live.
  3. Turn on Include computer sound if you’re sharing video/audio.
  4. Use the presenter toolbar to switch content or stop sharing.
  5. Select Stop sharing when finished.

Best practices

  • Share a window (not your whole screen) if you want fewer distractions.
  • Close sensitive tabs/documents before sharing.
  • Use PowerPoint Live for smoother presenting and better audience view.
  • Ask someone to confirm they can see/hear everything clearly.

Additional resources

C-19

Brainstorm with My Team During a Meeting

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C-19

Brainstorm with My Team During a Meeting

Purpose: Collaborate and brainstorm in real time using a shared digital whiteboard during your meeting.

Description

Use Microsoft Whiteboard (or a shared brainstorming space) in Teams meetings to capture ideas visually with your team.

Steps

  1. In the Teams meeting, select Share.
  2. Choose Microsoft Whiteboard (or add a Whiteboard tab if prompted).
  3. Add ideas using sticky notes, text, shapes, or templates.
  4. Invite others to contribute live.
  5. Save/export outcomes or link the board to your project space.

Best practices

  • Start with a template (SWOT, mind map, agenda) so it’s structured.
  • Assign someone to summarise outcomes into a task list afterwards.
  • Keep the board stored with the project so it doesn’t get lost.
  • Capture decisions in meeting notes, not only in the whiteboard.

Additional resources

C-20

Collect Feedback from Multiple People on a Document

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C-20

Collect Feedback from Multiple People on a Document

Purpose: Gather clear, consolidated feedback from multiple reviewers in one place so it’s easy to act on.

Description

Use comments and track changes (instead of email chains) to collect feedback from multiple reviewers in a controlled, organised way.

Steps

  1. Store the document in SharePoint or OneDrive.
  2. Share a single link with reviewers (set to Can edit or Can comment as needed).
  3. Turn on Track Changes (Word) if edits must be visible.
  4. Ask reviewers to use Comments and @mention people where relevant.
  5. Resolve comments and accept/reject changes to finalise.

Best practices

  • Give reviewers a deadline and clear instructions (comment vs edit).
  • Use “Can comment” if you don’t want direct edits.
  • Keep one source of truth — never collect feedback on multiple copies.
  • Summarise outcomes and publish the final link back to the team.

Additional resources

C-21

Create a Template for Your Team to Use

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C-21

Create a Template for Your Team to Use

Purpose: Create a consistent, reusable template your whole team can use without overwriting the original.

Description

Build a reusable document template that ensures consistency across your team and saves time on formatting.

Steps

  1. Create the document in Word/PowerPoint/Excel with your standard layout, styles, and sections.
  2. Save it to the right SharePoint library (not a personal desktop folder).
  3. Set the file to read-only for most people (or store it in a Templates folder with limited editors).
  4. Tell the team to use New → From template or Copy to to create their own version.
  5. Review and update the template quarterly so it stays current.

Best practices

  • Lock down who can edit the template (a small owner group).
  • Use a clear naming convention (e.g., “TEMPLATE – Meeting Minutes”).
  • Keep templates in one dedicated location so people don’t create duplicates.
  • Add guidance text inside the template (what to fill in / remove).

Additional resources

C-22

Working on a Document with People Outside Your Organisation

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C-22

Working on a Document with People Outside Your Organisation

Purpose: Share and collaborate with external people securely without exposing your files.

Description

Collaborate with external partners, clients, or contractors on shared files securely.

Steps

  1. Store the document in SharePoint/OneDrive (don’t attach it to email).
  2. Select Share and choose the right link type for your organisation’s policy.
  3. Add the external person’s email and set permission (view / edit).
  4. Turn off “Allow editing” if you only want review/feedback.
  5. Confirm access works and remove access when the work is done.

Best practices

  • Prefer sharing from SharePoint/Teams so access is managed centrally.
  • Use the least-permissive link that still gets the job done.
  • Avoid forwarding links—send the official share link only.
  • Clean up access at project close (external access shouldn’t live forever).

Additional resources

C-23

Mention Someone in a Document to Get Their Attention

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C-23

Mention Someone in a Document to Get Their Attention

Purpose: Notify someone instantly so they see your comment and respond faster.

Description

Tag a specific person in a comment to notify them directly and ensure they see your question or feedback.

Steps

  1. Open the document in Word/Excel/PowerPoint (web works best for comments).
  2. Add a comment where you need input.
  3. Type @ and select the person’s name to mention them.
  4. Write your question clearly and assign any action/date if needed.
  5. Resolve the comment once it’s handled.

Best practices

  • Use @mentions for questions/actions—don’t bury tasks in long comments.
  • One comment = one topic (easier to resolve and track).
  • Be specific about what you want (approve, rewrite, confirm, etc.).
  • Resolve comments so the document doesn’t become a comment graveyard.

Additional resources

C-24

Seeing All Your Important Documents in Microsoft 365

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C-24

Seeing All Your Important Documents in Microsoft 365

Purpose: Find your most recently used files fast, no matter where they’re stored.

Description

Quickly access files you've worked on recently, regardless of where they're stored (OneDrive, SharePoint, Teams).

Steps

  1. Open Microsoft 365 (office.com) or OneDrive.
  2. Go to Recent to see files you’ve worked on across M365.
  3. Use Search and filters (type, people, date) to narrow results.
  4. Open the file from the result—this takes you to the real location (SharePoint/OneDrive).
  5. Pin or favourite key files so they stay easy to find.

Best practices

  • Make sure files have meaningful names—search depends on it.
  • Store work in the correct team/site so it’s not scattered.
  • Use favourites/pins for your top files instead of re-searching daily.
  • Don’t download and re-upload copies—keep one source of truth.

Additional resources

C-25

Pin Important Files for Quick Access

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C-25

Pin Important Files for Quick Access

Purpose: Keep your key files front and centre so you can access them instantly.

Description

Keep frequently used files at the top of your file list so you can find them instantly without searching.

Steps

  1. Find the file in OneDrive or the SharePoint library.
  2. Select the file and choose Pin (or Add to favourites) if available.
  3. If in Teams, add the file as a tab for the channel when it’s team-critical.
  4. Use pinned/favourite sections to access it quickly.
  5. Unpin when it’s no longer needed to keep your list tidy.

Best practices

  • Pin only genuinely frequent files—too many pins defeats the purpose.
  • For team-wide quick access, use a Teams tab or SharePoint page, not personal pins.
  • Keep the pinned file in a stable location (don’t move it constantly).
  • Use naming conventions so pinned lists stay readable.

Additional resources

C-26

See Who Accessed a Shared File

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C-26

See Who Accessed a Shared File

Purpose: See who’s actually opened your shared file so you know who’s up to date.

Description

Check which team members have opened or viewed a shared document to follow up with people who haven't reviewed it yet.

Steps

  1. Open the file location in SharePoint or OneDrive.
  2. Select the file and open Details / Activity (or the file menu).
  3. Review the activity list to see views/opens and recent actions.
  4. Follow up with people who haven’t viewed it (share the link again if needed).
  5. If required, export or capture a note for audit/traceability.

Best practices

  • Remember: activity ≠ comprehension—use it as a prompt to follow up.
  • Don’t use activity tracking for performance management; keep it purpose-driven.
  • Use controlled sharing so access is meaningful (avoid ‘anyone’ links).
  • For regulated scenarios, align with your organisation’s audit/retention policies.

Additional resources

C-27

Collaborate in a OneNote Notebook

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C-27

Collaborate in a OneNote Notebook

Purpose: Enable shared note- taking so teams can capture, update, and organise information together in real time.

Description

Share a OneNote notebook so multiple people can add and edit ...ps—shared OneNote gets messy fast without structure. C-27 C C

Steps

  1. Create or open the OneNote notebook stored in the Team/SharePoint site.
  2. Share the notebook with the right people (members vs visitors).
  3. Create sections for topics (e.g., Meetings, Decisions, How-To).
  4. Agree on simple page naming (date + topic) so it stays searchable.
  5. Review and tidy the notebook regularly.

Best practices

  • Structure first: sections + naming rules, otherwise it becomes chaos.
  • Link to the notebook from the Team/SharePoint home page.
  • Use one notebook per team/project (not 12 competing notebooks).
  • Summarise key decisions into a formal record if needed.

Additional resources

C-28

Use Loop Components for Live Collaboration

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C-28

Use Loop Components for Live Collaboration

Purpose: Create shared, real-time content that everyone can edit at once, no matter where they’re working.

Description

Create live, collaborative components (tables, lists, tasks) ...at update across Teams, Outlook, and other apps in real-time.

Steps

  1. Create a Loop component (table, checklist, task list) in Teams/Outlook.
  2. Share it in the chat/email so others can edit in place.
  3. Keep the component small and specific (one purpose).
  4. Link it to the relevant Team/channel so it’s easy to find again.
  5. When done, capture outcomes into the system of record (List/Planner/Doc).

Best practices

  • Use Loop for live collaboration, not long-term records.
  • Avoid giant Loop components—break them into smaller pieces.
  • Define ownership (who maintains it) to stop it drifting.
  • Move final decisions/tasks into Planner/Lists for tracking.

Additional resources

C-29

I Need to Send a Document for Approval

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C-29

I Need to Send a Document for Approval

Purpose: Get fast approval on a document without building a custom workflow or managing multiple versions.

Description

Use SharePoint’s built-in Request Sign-Off workflow to get a ...l from someone without building a custom Power Automate flow.

Steps

  1. Store the document in the correct SharePoint library.
  2. Select the file menu and choose Request sign-off (or your organisation’s approval option).
  3. Add approvers and include clear instructions and a due date.
  4. Monitor responses and follow up if needed.
  5. Once approved, publish/share the final version and record the outcome.

Best practices

  • Use one document link—don’t email attachments for approvals.
  • Be explicit on what you want: approve as-is vs approve with changes.
  • Keep approvals for controlled content (policies, formal comms).
  • Store the final approved version in a governed location.

Additional resources

C-30

I Need to Get Updates When My Team Changes a Document

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C-30

I Need to Get Updates When My Team Changes a Document

Purpose: Stay across document changes as they happen.

Description

Get notified about edits or activity on a shared file using the built-in “Tracking” view and Activity feed instead of deprecated SharePoint alerts.

Steps

  1. Open the file in SharePoint/OneDrive.
  2. Use the file Details pane to view recent activity.
  3. Follow the file/site (or set notifications where available) to stay informed.
  4. Check the activity feed for edits and comments.
  5. Review version history if you need to see exactly what changed.

Best practices

  • Use the Activity feed + version history instead of relying on old-style alerts.
  • Avoid notifying on everything—focus on key files only.
  • Combine updates with ownership so someone is accountable for changes.
  • When changes matter, record decisions in meeting notes or a register.

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