Best Practices for Collaborating with Microsoft 365

Office.com is the best place to start collaborative work, you can share, make co-author, chat in files, and coordinate with your team.

• You can open an app, like Word, Excel, PowerPoint, or Microsoft Teams
• You can work with the Documents section. You can go to the files you worked on recently, files you have Pinned, or files shared with you. Recommended will show you documents that are directly relevant to you and discover shows of work from your colleagues you might find interesting
• You can search to quickly find Apps, Files, People, and Sites
• Create a new document or Upload and open a file in OneDrive
• You can use the App launcher to launch an app, find a recent file, or go back to Office.com, no matter where you are in Microsoft 365

Sharing:

As you work in Microsoft 365, it's simple to share your documents.

1. Select Share and then select Link settings
2. Select the permissions you want, select if you want to Allow editing, and then select Apply
3. Enter the names or email addresses with whom you want to share, add an optional message, and select Send

Create a shareable link:

You can share a document in an email, document, or IM by creating a sharable link.

1. Select Share
2. If you want to change permissions. Select Link settings 
3. Select Copy Link and share it through an email, document, or IM

Share outside your organization:

Use the specific people setting to give access to specific people.

1. Select Share and then select Link settings
2. Select Specific people, select if you want to Allow editing, and then select Apply
3. Add an optional message, the type who to share with, and select Send

Co-author:

You can collaborate with others no matter where you are, once you share a file. Refer to the below steps to find out how this works across these Office apps.

1. First, select Share to share your document. Type a name or email, set permissions, and select Send
2. To add a comment, select Review -> New Comment
3. @mention someone to get their attention at the exact spot

Co-author in Excel:

You can work with others in real-time by sharing your Excel workbook, you can leave comments and use @mentions to send others notifications.

• Click on Share to send your workbook to others or to copy a link to the file
• If others are working on the workbook, the Presence indicators show. You'll see their changes in real-time
• To give feedback or ask questions. You can leave comments in the workbook
• @mention a colleague in a comment. They will receive a notification that they were mentioned in the file

Co-author in PowerPoint:

You can share your PowerPoint presentation so that others can view it and edit with you at the same time.

• Click on Share to send your presentation to others or to copy a link to the file
• Click Insert -> New Comment to add a comment so that everyone with permission can see
• When you use the @-sign with someone's name, the person you mention will receive a mail with a link to your comment
• Click File -> Info -> Version History. To view earlier versions of this file and even switch back to one--

Chat in files:

When you comment on a file and use the @-sign with someone's name, they will receive an email with a link to your comment. Clicking the link brings you into the document and conversation.

Use @mentions

1. Select Review > New Comment
2. Type @ and type the user name which you want. That person will get an email that will take them to the comment in the file
3. If someone mentions you in a comment, click on the link in the email you have received, then add your response directly to the comment that needs your attention

Meet:

Schedule your meeting

1. In Teams, select Calendar > New meeting
2. Invite people
3. You can add a location, or if it's an online meeting, leave the location blank
4. Add the goal, agenda, and link to a file if you like, for the meeting

Start your meeting

1. Select Join
2. Check your settings before you start

    

   a. Turn on your video to encourage others

   b. Blur the background if you want 

   c. Some organizations recommend putting on your headset and muting your laptop speaker

    

   When you're ready, select Join now.

3. Select ...More actions to Start recording or Show meeting notes. Once you are at the meeting
4. To Mute your microphone, select controls to Share your screen, or Show conversation. Use the menu bar 

Note: If you record a meeting, let everyone know they're being recorded.