Module 6: Collaboration and Sharing

Key Topics:

1. Enabling Track Changes:

   • Go to the Review tab > Track Changes (toggle it on).

   • All edits (additions, deletions, formatting) will be highlighted in color.

   • Example: Edit a draft while Track Changes is active to show revisions.

2. Adding Comments:

   • Select text or place the cursor where feedback is needed.

   • Go to the Review tab > New Comment.

   • Type your comment in the sidebar.

   • Example: Add a comment asking for clarification on a paragraph.

3. Reviewing Edits:

   • Use the Review tab > Accept or Reject to finalize changes.

   • Navigate between comments using Previous and Next buttons.

   • Example: Accept spelling corrections but reject formatting changes.

Hands-On Activity:

1. Open a shared document or create a sample draft.

2. Enable Track Changes and edit the text (add/delete content).

3. Add comments to two sections requesting feedback.

4. Practice accepting/rejecting changes and resolving comments.

Image Suggestion:

• Insert a screenshot of the Track Changes interface (Review tab) and a document with edits and comments. 

Key Topics:

1. Sharing via OneDrive/SharePoint:

   • Save the document to OneDrive or SharePoint.

   • Click Share (top-right corner) and enter collaborators’ emails.

   • Set permissions: Can Edit or Can View.

   • Example: Share a report with a team for collaborative editing.

2. Email Attachments:

   • Go to File > Share > Email.

   • Choose Send as Attachment (DOCX or PDF).

   • Example: Email a finalized invoice as a PDF.

3. Version History:

   • Go to File > Info > Version History.

   • Restore previous versions if needed.

   • Example: Recover an earlier draft after accidental changes.

Hands-On Activity:

1. Save a document to OneDrive and share it with a peer (use a test email).

2. Set permissions to “Can Edit” and add a message.

3. Open Version History and restore an older version (if available).

Image Suggestion:

• Insert a screenshot of the Share dialog box and Version History (File > Info). 

• Mistake: Forgetting to turn off Track Changes before finalizing a document.

  1. Tip: Double-check that Track Changes is off before sharing the final version.

• Mistake: Sharing editable documents with unintended users.

  1. Tip: Use “Can View” permissions for sensitive documents.

• Mistake: Overwriting files without checking Version History.

• Tip: Save frequently and use Version History to track progress. 

Key Takeaways:

• Use Track Changes and Comments to collaborate in real time.

• Share documents securely via OneDrive or email attachments.

• Leverage Version History to recover previous drafts.

Practice Exercise:

1. Create a document titled “Team Project Draft.”

2. Enable Track Changes and make 3–5 edits (add/delete text).

3. Add two comments asking for feedback.

4. Save the file to OneDrive and share it with a peer (or a test account).

5. Use Version History to explore past versions.

6. Save the document as Collaboration_YourName.docx.

• Next Steps: Learners will move to Module 7: Time-Saving Tools, where they’ll explore templates, Find & Replace, and Mail Merge to streamline workflows.