Microsoft Office Tutorials and References
In Depth Information
about using the Open With Windows Explorer feature of a library and how to manage Check
In and Check Out. Now it’s time to move on with configuring a library. A library can be
configured, to support versioning, as well as content approval, content types, and even incoming
email and RSS. Versioning is one of the important features of document management. Keep in
mind that each version of a document is a copy of that document and can take up quite a bit of
space. If storage is an issue, consider limiting the number of versions.
A new feature of Office 2010 is co-authoring, which allows two users to work on a Word, PowerPoint,
or OneNote 2010 file simultaneously. Instead of locking an entire file for check out, co-authoring
locks the document by paragraph , allowing multiple people to work in one document at one time
but on different paragraphs.
This method does have its drawbacks:
It requires that all users working on the document to be using the 2010 version of their software.
If someone on the team opens the document in, say, Word 2007, it will lock the document as
read-only for everyone else.
The file must be saved as a 2010 version file for Word and PowerPoint. OneNote can support
co-authoring with either 2010 or 2007 files.
You cannot co-author Excel files using the Of ice 2010 client ( but, oddly, you can if you are using
Office Web Apps). So if you are doing full-featured work with Excel spreadsheets, even if they
are 2010, you will not be able to do co-authoring.
Word 2010 need to be set to allow store random numbers to improve Combine accuracy (a Trust
Center, Privacy Option, document-specific setting).
The file cannot be co-authored if it contains ActiveX controls, OLE objects, SmartArt, Chart,
or Ink objects; contains HTML framesets; is to be published as a blog entry; or, in the case of a
Word document, has subdocuments (as most master documents do).
It is not compatible with check out. Checking out a document sets it as read-only for everyone
else, which defeats the purpose of co-authoring. This is something to consider if you have a
library of Office 2010 documents that are only going to be worked on by people using Office
2010. You can safely not worr y about editing conflicts, because Office 2010 manages that inside
Co-authoring does support versioning. Every time one of the authors saves their changes, it updates
that change in the document for all other authors to see as soon as they save their changes (as soon
they click Save), and it saves a version of that document in the library.
Co-authoring simply works. If a user opens a Word 2010 document, for example, from a library,
and then another user also opens that document in Word 2010, it will indicate that two people are
using the file in the status bar of the window (and generate a little pop-up for a moment to let you
know when they opened the document).