How to use and collaborate with Microsoft SharePoint on Pages and News with Coauthoring

Microsoft SharePoint is an invaluable tool for teams needing a secure, organized platform for collaboration and content management. With coauthoring in SharePoint, teams can now collaborate on SharePoint pages and news posts in real time, making content creation smoother and more efficient.

Here’s how SharePoint’s coauthoring feature works and why it’s a game-changer for team collaboration.

What Is Coauthoring in SharePoint?

Coauthoring in SharePoint allows multiple people to work on a single SharePoint page or news post simultaneously. This feature promotes real-time collaboration, making it easier to create and refine content as a team. Whether drafting news posts or updating site pages, coauthoring ensures everyone’s input is seamlessly integrated into the final product.

Benefits of Coauthoring in SharePoint

1. Real-Time Collaboration: Teams can contribute and edit simultaneously, so there’s no need to wait for one person to finish before another can make changes.
2. Transparency and Accountability: With multiple people editing, SharePoint logs who made each change, promoting transparency and accountability.
3. Increased Efficiency: Edits are reflected instantly, reducing back-and-forth emails or waiting for updated drafts.
4. Enhanced Team Creativity: Teams can brainstorm together, building on each other’s ideas directly within the page or news post.

Getting Started with Coauthoring on SharePoint Pages and News

1. Creating a New Page or News Post

• Go to your SharePoint site and select New > Page or New > News Post.
• Choose a layout template and begin drafting your content.

2. Invite Team Members to Coauthor

• As the page owner, you can invite team members to edit by assigning them appropriate permissions.
• Share the link to the page or news post with teammates, who can then open and edit the content alongside you.

3. Editing in Real Time

• When your teammates open the page or post, SharePoint displays their presence as avatars or initials at the top of the page.
• As they edit, changes will appear instantly, and you’ll see colored cursors or highlights indicating where others are working.

For example, one person could be working on text formatting while another uploads images, all without interruption. This flexibility allows for a seamless editing experience and faster content production.

Tips for Effective Coauthoring in SharePoint

1. Use Comments: SharePoint’s commenting feature allows users to add notes or suggestions without altering the content. Comments can be left in the editor and tagged to specific sections, making feedback easy to address.
2. Set Editing Permissions Wisely: Before opening up the document to multiple editors, make sure only necessary team members have editing permissions. Too many contributors can sometimes lead to disorganization.
3. Track Changes with Version History: If you need to review past edits, SharePoint’s version history feature keeps a record of each saved version. This feature can be a lifesaver when you need to revert to an earlier draft.
4. Add Final Touches Together: For important pages or announcements, schedule a final review meeting where everyone can make last-minute adjustments and sign off together.

Using Coauthoring to Streamline Communication and Updates

SharePoint’s coauthoring feature is especially useful for teams that need to communicate frequently. For instance, a project team could create a news post for an update and collaborate to ensure the messaging aligns with everyone’s goals. Departments can work together on event announcements or resource pages, ensuring everyone’s input is reflected.