How to Enable Co-authoring in SharePoint 2016
In today’s collaborative work environment, the ability to work on documents simultaneously with others is essential. SharePoint 2016 offers a powerful feature called co-authoring, which allows multiple users to edit the same document at the same time. This feature enhances productivity and efficiency in team-based projects. In this article, we will guide you through the steps to enable co-authoring in SharePoint 2016.
Understanding Co-authoring in SharePoint 2016
Before diving into the steps to enable co-authoring, it is crucial to understand how it works. Co-authoring in SharePoint 2016 allows users to edit a document simultaneously, with each user’s changes being saved in real-time. This means that users can see each other’s changes as they happen, and they can also revert to previous versions of the document if needed. To enable co-authoring, you must have a SharePoint Server 2016 environment and the necessary permissions.
Step 1: Check SharePoint Server Version
The first step is to ensure that your SharePoint Server is running on version 2016. Co-authoring is not available in SharePoint Foundation 2013 or earlier versions. To check your SharePoint Server version, follow these steps:
1. Open SharePoint Central Administration.
2. Go to “System Settings” and then click on “Server Farm Settings.”
3. Look for the “Server farm version” field, and verify that it is “SharePoint Server 2016.”
Step 2: Enable Document Library Settings
Next, you need to enable co-authoring for the document library where you want to collaborate on documents. Follow these steps to enable co-authoring:
1. Navigate to the document library where you want to enable co-authoring.
2. Click on “Library Settings” in the ribbon.
3. Under the “Document Library Settings” section, click on “Advanced Settings.”
4. In the “Advanced Settings” page, locate the “Enable check-out” option and set it to “No.”
5. Scroll down and find the “Enable minor version” option and set it to “Yes.”
6. Click on “OK” to save the changes.
Step 3: Enable File Versioning
File versioning is another essential setting that must be enabled to support co-authoring. Follow these steps to enable file versioning:
1. In the document library, click on “Library Settings” in the ribbon.
2. Under the “Document Library Settings” section, click on “Advanced Settings.”
3. In the “Advanced Settings” page, locate the “Enable versioning” option and set it to “Yes.”
4. Scroll down and find the “Check-out policy” option and set it to “No.”
5. Click on “OK” to save the changes.
Step 4: Enable Content Organizer
Content Organizer is an optional feature that can be enabled to automatically organize documents based on predefined rules. To enable Content Organizer, follow these steps:
1. In the document library, click on “Library Settings” in the ribbon.
2. Under the “Document Library Settings” section, click on “Advanced Settings.”
3. In the “Advanced Settings” page, locate the “Content Organizer” option and set it to “Yes.”
4. Click on “OK” to save the changes.
Step 5: Test Co-authoring
After enabling co-authoring, it is essential to test it to ensure that it is working correctly. To test co-authoring, follow these steps:
1. Open the document library where co-authoring is enabled.
2. Create a new document or open an existing document.
3. Collaborate with another user on the document simultaneously.
4. Observe that each user’s changes are saved in real-time, and the document is updated as they work.
Conclusion
Enabling co-authoring in SharePoint 2016 is a straightforward process that can significantly enhance collaboration in your organization. By following the steps outlined in this article, you can ensure that your users can work on documents simultaneously, leading to increased productivity and efficiency. Remember to test co-authoring to verify that it is working correctly before deploying it to your organization.
