See who's editing a Microsoft Office file

Drive File Stream only

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Tips

Avoid version conflicts when you’re editing Microsoft® Office® files. With real-time presence, you can see if someone else is editing a Microsoft® Word®, Excel®, or PowerPoint® file that’s stored in Drive File Stream.

Notes:

  • Real-time presence is automatically turned on in Drive File Stream. If someone turns it off, you won’t see if that person is in a file.
  • Before you can use real-time presence with Apple® Mac®, you must change your system permissions. See Instructions.
  • Real-time presence works with Office 2010 or later versions.

See who's editing an Office file" "

  1. In Drive File Stream, open a shared Office file in Word, Excel, or PowerPoint.

    The real-time status appears at the bottom right.

  2. Based on the status, choose an option:
    • Safe to edit—No one is editing the file, so you can make changes.
    • Wait to edit—Someone else is editing the file.
      • To get notified when they’re done, check the Notify me when it’s safe to edit box.
      • To see more about who is editing or viewing the file, click a person in the list.
    • New version created—Someone created a newer version. To get their new version, click Get latest.

 

Merge different versions" "

If someone saves a new version while you’re editing, you can merge your changes into the latest version.

  1. In the shared Office file, at the bottom, click Preview.
  2. Copy changes from your version (on the left) to the latest version (on the right).
  3. Click Save.

Your unsaved version on the left is removed.

Change system permissions on a Mac" "

  1. On your Mac, open System Preferencesand thenSecurity & Privacyand thenPrivacyand thenAccessibility.
  2. At the bottom, click the lock to make changes.
  3. Next to Drive File Stream, check the box.

Turn off real-time presence" "

Real-time presence is automatically turned on. To turn it off:

  1. On your computer, click the Drive File Stream Menu Drive File Stream.
  2. Click More Moreand thenPreferences.
  3. Under Real time presence in Microsoft Office, uncheck the box.
  4. Click Done.
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