Dropbox: Collaboratively Edit Microsoft 365 Files (Co-Authoring)

Environment

U-M Dropbox, Microsoft 365

Issue

I would like to collaborate in real-time on Microsoft 365 files stored in U-M Dropbox. Can I do this? If so, how?

Resolution

Yes, you can collaborate in real-time with others on Microsoft 365 files stored in U-M Dropbox. However, you can only do this on the web using Microsoft 365 Online and not the Microsoft 365 desktop apps, as that ability is unavailable in U-M Dropbox.

To edit and co-author files:

1. Log in to U-M Dropbox.
2. Hover over the Word, Excel, or PowerPoint file you want to open and click the ellipsis (...) icon.
3. Hover over Open in and select Word/Excel/PowerPoint for the web from the drop-down menu.
4. Ask the people you'd like to collaborate with to follow the same steps. Ensure the file is shared via a shared folder.
   • The co-authoring/collaborative editing feature will only work if the person you'd like to collaborate with is a member of the shared folder in which the Microsoft file is stored.
5. The file will open in your web browser using the Microsoft 365 Online integration. You can then edit it with others in real time.
   • You may be prompted to log in to your Microsoft 365 account. Log in to either the ITS-managed or Michigan Medicine-managed tenant, depending on the type of data you're editing and your affiliation. Remember to follow the appropriate guidelines for editing PHI using this integration (i.e., only when logged in to the MM tenant).
6. Click the file title in the top left and select Save and return to Dropbox when you're finished editing.

Important things to note:

• You must log in to Microsoft 365 with your U-M Microsoft 365 account to access this feature.
• You cannot collaboratively edit Microsoft 365 files stored in U-M Dropbox using the local Microsoft desktop apps.
• At the top of the page, you can view your name and the names of other collaborators who have the same file open. You'll also notice a bubble with their initials when they're editing the file while you are.
• Changes you make will be saved automatically to your Dropbox.
• You and your collaborators who are working on the Microsoft file should refrain from downloading the file and editing it using a local Microsoft 365 app, as re-uploading the file will break the ability to edit the file using Microsoft 365 Online. You may encounter an error: "Sorry, this document can't be opened for editing."
  • This issue can be corrected by reverting the file to a previous version before the file was re-uploaded.

Additional Information

For users who are missing the Open in button, Dropbox has a troubleshooting article that describes the issue.

Need additional information or assistance? Contact the ITS Service Center.