Microsoft Teams, OneDrive and Office - the ideal threesome for co-authoring documents

@sbeerendonk
Microsoft Teams,
OneDrive and Office
the ideal threesome
for co-authoring
documents
Sasja Beerendonk| 18-06-2019 | Webinar ESPC
© Copyright & proprietary Silverside B.V.@sbeerendonk

@sbeerendonk
Sasja Beerendonk
Lead Adoption Consultant
@ Silverside
s.beerendonk@silverside.com
@sbeerendonk
https://www.linkedin.com/in/sasjabeerendonk
https://www.silverside.com/blogs
© Copyright & proprietary Silverside B.V.

@sbeerendonk
How Silverside can help
Setting the PACE from Start to Finish

@sbeerendonk
Thank you
for being
late

@sbeerendonk
AP
25%
Silverside expertise Scale up with people and tools
ECPrepare your
change journey
Assess & Plan
Activate first groups
Target Groups & Situations
Capitalise on momentum
Cultivate & Scale out
Enhance the journey
Assess & Leverage

@sbeerendonk
What we will do
today
• The problem
• A new way of co-authoring
documents
• What is co-authoring?
• Collaborate on files
• Conversation about files
• Final touches and
distribution
@sbeerendonk © Copyright & proprietary Silverside B.V.

@sbeerendonk
Co-authoring documents
Share and co-create documents
• In-line commenting on files
• Conversation around files
• Create versions of documents, view version history, track
changes through versions, back to specific colleague, and
date.
Real-time collaboration
• Real-time joint viewing and editing
• Invite others to a real-time session
• Real-time Chat

@sbeerendonk © Copyright & proprietary Silverside B.V.© Copyright & proprietary Silverside B.V.

@sbeerendonk
The problem
Using email for collaborating on file is not smart

@sbeerendonk
Poll
How many copies of files do you create
when sending a file for review by email to
4 other people, with 2 review rounds?
a. 4
b. 10
c. 12
d. 52

@sbeerendonk
y = r*([FS+MS]+3p*[MS+FS])
number
of files copies
my versions
my versions
heen en weer
number
of people
y = r * [ 2+(6*p) ]
number of
revision
rounds
mail and file system

@sbeerendonk
# people
#files
1st version
14
1 2 3 4
26
20
28
40
52 2nd version
52
3rd version
104
60
4th version
104
tipping
point
y = r * [ 2+(6*p) ]

@sbeerendonk
Productivity Survey
• 83% use separate files for different document versions.
• 42% lose track of which document is the most recent version
• 20% of files are duplicates of files that exist elsewhere in their file system
• Information workers and IT professionals found that they spend an average of 4.5
hours a week looking for documents.
• They are spending half of those 4.5 hours searching for, and not finding, the files
they need.
• Then they spend the other half recreating what they haven’t found.

@sbeerendonk
New way of co-authoring
documents
Stop doing, Start doing

@sbeerendonk
Re-think the way we collaborate
The way
we work
NOW
The way
we work
NEW

@sbeerendonk
Poll
Where do YOU store your files?
a. OneDrive, Teams or SharePoint site
b. Fileshare (network drive), Laptop / PC
hard drive
c. USB stick, Phone / Tablet
d. Dropbox, Box, or other external
storage system
e. Other

@sbeerendonk
The way we work now
• A lot of different apps makes it almost impossible to find the right file
• Email for conversation, discussion, information sharing, file sharing
• Fileshares and hard drives for file sharing and co-authoring

@sbeerendonk
The way we work new
The way
we work
NOW
The way
we work
NEW

@sbeerendonk
STOP and START doing

@sbeerendonk
Co-authoring
documents
Sop Doing

@sbeerendonk
Stop doing: Use fileshares
P:
departments
HR
marketing
sales
R&D
projects
Re-think fileshares

@sbeerendonk
Poll
How do you distinguish different file
versions?
a. Version numbers in file names
b. Moving files to specific folders
c. Dates in file names
d. Descriptions or my name in file
names
e. Append ‘Concept’, ‘Final’ to file name

@sbeerendonk
Versioning nightmare

@sbeerendonk
STOP doing: change filename for versioning
• Adding the date or year
• Adding v1, v2, etcetera, or any kind of ascending numbering
• Adding one’s own name
• Adding text to indicate drafts or concepts, and final versions, but then
get stuck when the final version needs to change after all: the result:
finalfinal, or realfinal!

@sbeerendonk
STOP doing (only this for everything): Track Changes

@sbeerendonk
Start doing the way we
work new
• Co-author documents with ease:
• Share files
• Co-edit, even real-time
• Manage versions
• Have conversations about the file
• Have real-time chats
• Do Audio / Video meetings
• Work online or offline on files in a smooth flow
• Use Office features optimally

@sbeerendonk
From ‘Send to’ to ‘Share with’
Reports
Report.docx
Report_Ron.docx
Report_22032018.docx

@sbeerendonk
From ‘Send to’ to ‘Share with’
Reports
Report.docx

@sbeerendonk
Co-authoring documents
Review process flow

@sbeerendonk
Where to start to collaborate on files
OneDrive Teams

@sbeerendonk
What is co-authoring?
From ‘Me’ to ‘We’ & From ‘Send to’ to ‘Share with’

@sbeerendonk
Document life-cycle
Draft
• Me
(OneDrive)
• We (Teams)
Collaborate
• Me
(OneDrive)
• We (Teams)
Publish
• We (Teams)
• Key
(SharePoint)
Use OneDrive only in these situations:
• When the file really has very strict privacy, and
can only be shared with select colleagues you
do not need a team for
• Only temporarily, as a rough draft to be shared
with team later
• When a source file needs to be shared with
several teams who edit it individuallyKey:
• Very formal – Legal, official versioning,
approval
• Create a copy of the file with a new
filename (timestamp)
• Save it as a pdf
• We:
• Keep the automatic versioning
• No renaming
• Delete previous versions if
necessary
• Save it as a pdf Use Teams for the whole co-authoring
process, in the working document:
• Use Office Mobile, Office Online,
Office Desktop
• Edit and review using Office and
Teams features
Use Teams
when you start your draft / concept and need to
collaborate with colleagues regularly

@sbeerendonk
What is review?
Styling: The way it looks, headers, colors, fonts, etc.
Content specific: feedback / edits on specific parts
Comments / Feedback about content (general or specific)
Discussion

@sbeerendonk
From review to finalise
Co-creation Feedback Approval Proofreading
Edit file offline (serial)
Use Check-out / Check-In
Conversation in Teams Conversation in Teams Styling
Edit real-time Comments in Office / pdf files Approval Workflow
(Flow)
Spelling / Language
Thesaurus
Track-Changes Inking Translate
Chat using Chat (Teams) Proofing
Speech: Dictation / Read Aloud
Meet face-to-face using
Audio/Video meeting (Teams)
Track-Changes

@sbeerendonk
Co-authoring
documents
Let’s look at what we should
Start Doing

@sbeerendonk
Sync channels (Files folders) to your desktop
• You can take your Files folders (in Team’s Channels or your OneDrive)
with you for offline use, and work with them in a familiar way through
your File explorer on your laptop.
• Decide what Channels Files folders to sync or partially sync (Files
On-Demand) – storage!
• Open the Files folder in SharePoint to set up Sync
• Find your folders in your File Explorer

@sbeerendonk
Me
• Co-author using your
personal OneDrive
• Create a file in your
OneDrive and Share
• Use Office to Open /
Save files
• Use File Explorer to
open files

@sbeerendonk
We
• Co-author with your Team
• Use different apps
• Smart Office tools for
review
• Versioning
• Comments / Track
Changes
• Teams Conversation
• Chat
• Audio / Video Meeting

@sbeerendonk
Co-edit in Office online versus Office desktop
• Use Browser, Teams, Office
mobile
• Minimal functionality
• Real-time editing
• Use Office desktop apps
• All functionality
• Real-time editing
• AutoSave On/Off ?
• No Save as!

@sbeerendonk
Versioning
• Check the Version history (in SharePoint)
• Open / download version (click in version item)
• Restore or Delete
(Drop-down arrow)

@sbeerendonk
Conversation around the file

@sbeerendonk
File Conversation
panel in Teams
Give general feedback or ask questions

@sbeerendonk
Publishing
• Make it final, protect and publish
• Prevent people making changes –
Protection
• Inspect document and remove data
• Save as PDF
• Share to larger audience

@sbeerendonk
Sasja Beerendonk
Lead Adoption Consultant @ Silverside
s.beerendonk@silverside.com
@sbeerendonk
https://www.linkedin.com/in/sasjabeerendonk
https://www.silverside.com/blogs
Thank
you!

@sbeerendonk
Learn more
If you would like to know more
about Silverside’s PACE
methodology for change:
Workshops
PACE whitepaper
Ebooks

@sbeerendonk
• Are you experienced in user adoption?
• Are you running IT Change projects?
November / December in Rotterdam
Get 50% discount with code ESPC_Silverside
https://www.silverside.com/register
Join our PACE User Adoption workshop

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