Microsoft co-authoring for Dropbox allows you to edit in real time with collaborators on Microsoft 365 files stored in U-M Dropbox. This feature only existed previously using Microsoft 365 Online via U-M Dropbox on the web. However, this update brings with it the ability to edit in real time using your local Microsoft 365 and Dropbox desktop apps.
Co-authoring works across Windows, macOS, and on the web, even if each co-author is using a different operating system (OS) or browser. You can find the system requirements for desktop use below.
System Requirements
- macOS users:
- You should opt in to Dropbox on File Provider to access and use this feature seamlessly. (This requires macOS version 12.5 or later.)
- If you (or any collaborators who are also on Mac computers) aren’t on File Provider, you’ll still be able to open files for co-authoring from within Word, Excel, and PowerPoint but won’t be able to begin a co-authoring session by opening it from your Finder without creating a new conflicted copy.
- Windows users: You must be on Windows 10 or later to use Microsoft co-authoring.
- Your Microsoft 365 apps must be on version 2311 or later and signed in to your U-M Microsoft 365 account for compatibility with co-authoring.
- If you are a Michigan Medicine affiliate, you will use your HITS-managed (@med.umich.edu) Microsoft 365 account to connect via the desktop apps.
Getting Started
To use the co-authoring feature on your desktop, you must add Dropbox as a cloud storage location in Microsoft 365. You need to do this for each device on which you want to enable co-authoring.
- Open Microsoft Word, PowerPoint, or Excel on your desktop.
- Click Open in the left sidebar.
- Click Add a Place (Windows) or Manage Storage Accounts (Mac).
- Select Dropbox for Teams.
- Enter your @umich.edu email address and click Continue with single sign-on.
- Log in with your uniqname and UMICH password via U-M Weblogin.
Refer to the Dropbox Help Center for detailed instructions with screenshots on setting up co-authoring on your computer. Dropbox also offers an interactive walkthrough experience.
Important Things to Note
- The AutoSave toggle in the top left of the Microsoft 365 app should be turned on automatically the first time you start a co-authoring session. (For Mac users, this requires File Provider.) If you’re working on a new file, you may need to turn on this toggle yourself. Co-authoring sessions won’t work if the AutoSave toggle is turned off.
- You can open files up to 500MB in the Microsoft 365 apps via Dropbox. However, if you open a file that’s larger than 500MB from File Explorer (Windows) or Finder (macOS), it’ll open in offline mode and prevent co-authoring.
- Individuals who do not have co-authoring set up on their desktop won’t be able to open a co-authoring file locally to edit. They will be prompted to log in to Dropbox for Teams and, if they do not log in, will receive a “Can’t Open File” error.
- You can collaborate externally with co-authoring, but individuals outside U-M Dropbox will need to use Microsoft 365 Online via Dropbox on the web. This requires a Dropbox account and direct access to the files being co-authored.
- If they do not have a Dropbox account or don’t have access to co-authoring on the web, they can only open a “view-only” copy.
Refer to Dropbox: Collaboratively Edit Microsoft 365 Files (Co-Authoring) for additional information on co-authoring via macOS (with/without File Provider), Windows, and on the web.